1. Verification of Eligibility for Free & Reduced Price Meals in School Meals Programs
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2. Verification of Eligibility for Free & Reduced Price Meals
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3. Topic 1 | Introduction to Verification
Participants will be introduced to:
The purpose of Verification.
Objectives
The purpose of Verification.
Exceptions to Verification.
Verification responsibilities and requirements.
How to determine which sampling method the School Food Authority (SFA) should use; Verification Process- Sampling Method tool, can be found in Course Resources in Module.
How to select applications for Verification based on the SFA’s sampling method Verification Sample Size Tool in PEARS, Applications, Download Forms, Verification Information section- or can be found in Course Resources in Module.
How to identify error prone applications (if using a focused sampling method). Instructions for Determining Error Prone Applications can be found in PEARS, Applications,-Download Forms, Free & Reduced Price Meal Information section.
The process of notifying households that they have been selected for Verification and following up with households that do not respond.
Verification methods (i.e. confirmation of income eligibility or categorical eligibility).
Possible outcomes of Verification.
Verification documentation requirements.
The timeline for Verification.

4. Topic 2 | Overview of Verification
Participants will be introduced to:
Overview of Verification, including exceptions to Verification and general responsibilities and requirements.
What is Verification?
Verification is the confirmation of eligibility for free and reduced price meals under the School Nutrition Programs. Verification must include either confirmation of income eligibility or confirmation that the child is included in a household currently certified to receive Supplemental Nutrition Assistance Program (SNAP) and/or Temporary Assistance for Needy Families (TANF) benefits.
Exceptions from Verification Requirements
Not every School Food Authority (SFA) has to conduct Verification and not every child’s application is verified. Below are exceptions to Verification:
School/SFA Exceptions
Schools in which USDA has approved special cash assistance claims based on economic statistics regarding per capita income (Provision 1, 2, or 3) in non-base years.
Schools participating in the Special Milk Program only.
Continued on next slide.

5. Topic 2 | Overview of Verification
Exceptions from Verification Requirements
Not every School Food Authority (SFA) has to conduct Verification and not every child’s application is verified. Below are exceptions to Verification:
School/SFA Exceptions (continued)
Schools in which all students are served with no separate charge for food service and no special cash assistance is claimed; i.e., non-pricing programs claiming only the paid rate of reimbursement.
SFAs in which all schools participate in Provisions 1, 2 or 3 except in those years in which applications are taken for all students in attendance; i.e., the base year.
Schools participating in the Community Eligibility Provision (CEP).
Child Exceptions
Any child who has been extended eligibility through a directly certified member of the same household.
Children who have been certified through Direct Certification procedures.
Children who are certified migrant, homeless, or runaway. A migrant list can be obtained in the Pennsylvania-Student Eligibility System (PA-SES) website. There should be a runaway or homeless liaison at your school from the local Intermediate Unit (IU) or contracted agency. The liaison should provide you with a list of children who are homeless or runaway.
Continued on next slide.

6. Topic 2 | Overview of Verification
Exceptions from Verification Requirements
Not every School Food Authority (SFA) has to conduct Verification and not every child’s application is verified. Below are exceptions to Verification:
Child Exceptions (continued)
Children who are directly certified foster – directly certified as foster are identified and certified eligible through documents obtained or provided by courts, or State or local foster agencies to the SFA.
Children enrolled in Head Start – verified by the Head Start Director.
Children in Residential Child Care Institutions (RCCIs) except for day students.
If a school that is a School Nutrition Programs (SNP) sponsor operates the Special Milk Program, has split-session Kindergarten students, and has applications for Kindergarten children who participate in the Special Milk Program, it is the school’s option to decide if they want to include these applications in Verification.
Any application completed by a local or school official for a student known to be eligible for free or reduced price meals if the household fails to apply. This may be the case if a student’s family fails to submit a free and reduced price household application, but an official states that he/she has real knowledge that the student is eligible for free meals. (Example: The household applied for a grant and provided income information to the SFA.)

7. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
The Determining Official and the Confirming Official must have access to the Pennsylvania Department of Education’s (PDE) Child Nutrition Programs Electronic Application and Reimbursement System (CN PEARS) website to ensure they are up-to-date on changes related to Verification. These officials should check the PEARS Bulletin Board and Download Forms frequently. If the Local Education Agency (LEA) is using application approval software, it is the LEA’s responsibility to evaluate the software to ensure that it is conducting Verification procedures correctly. Neither USDA nor PDE endorses, recommends, or approves software programs for this purpose.
Timing of Verification
Verification must be conducted annually.
Verification begins the first operating (school) day in October. LEAs may begin the Verification process earlier by estimating the sample size based on past experience. However, LEAs must compare the estimate with the actual number of applications on file the first operating day of October and increase the sample size if the number of approved applications on file exceeds this estimate. Oversampling is not permitted.
The Verification process must be completed by November 15th.
The Verification Collection Report is due by February 1st and must be submitted electronically in PEARS. Even sponsors that use PA-SES to run Verification must complete the Verification Collection Report in PEARS. Sponsors that fail to submit the report by the due date will immediately be placed on BATCH HOLD and will not receive meal reimbursements until the report has been completed in PEARS.
Continued on next slide.

8. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Sampling and Selecting
Types of sampling methods include:
3% Focused (Standard)
3% Random (Alternate One)
1% Focused Plus (Alternate Two)
Sample sizes (number of applications to be verified) for Verification are based on approved, current school year applications on file the first operating day of October. Applications carried over from the previous school year for the first 30 operating days of the new school year cannot be included for Verification. Applications received after the first operating day in October are not included in your Verification sample.
Only verify applications that are certified as eligible for free or reduced-price benefits. Do not verify denied applications. An application cannot be verified until it has been approved.
Do not oversample (i.e., do not select more applications for Verification than you determine you need to verify based on your sampling method).
Do not verify all applications on file.
Continued on next slide.

9. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Sampling and Selecting (continued)
Do not discriminate in the selection of applications. The LEA may decline up to 5% of the applications in their Verification sample and replace them with other similar randomly selected approved, current school year applications. Applications may be replaced when the LEA believes the household would be unable to satisfactorily respond to the verification request. The LEA should consider factors such as household stability and communication difficulties (household members speak a different language, etc.) when deciding if an application should be pulled from the Verification sample size.
Do not require families to submit documentation of income when they submit their applications for approval.
When calculating the sample size, always round all fractions or decimals upward to the nearest whole number (e.g., 134 applications x .03 = 4.02 applications; round up to 5 applications.) Many software programs do not do this rounding. If using a software program for these procedures, it is the LEA’s responsibility to ensure that this calculation is done correctly.
Verify all questionable applications “for cause”. However, any application that is verified “for cause” is in addition to the sample size. Therefore, it would not be included in the Verification sample size butthe results must be reported on the Verification Collection Report. Verification “for cause” can take place any time throughout the school year after the application has been approved. Example: A school employee submits a Household Application for Free and Reduced Price Meals for her children and reports less income than she receives according to reports at the school.

10. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Confirmation Review
A Confirmation Review must be conducted on all applications selected for Verification before the Verification process begins. In the eligibility determination process, the Determining Official reviews, determines the eligibility, approves the applications, and signs them. The Confirming Official (someone other than the Determining Official) must review the applications selected for Verification to make sure they are correct, then sign and date them. The purpose of the Confirmation Review is to check the accuracy of the initial eligibility determinations. For applications determined to be income eligible, the Confirmation Review involves calculating household income and comparing it to the Income Eligibility Guidelines to confirm that the original determination was correct. For applications submitted with Supplemental Nutrition Assistance Program (SNAP) and/or Temporary Assistance for Needy Families (TANF) case numbers, the Confirmation Review involves checking the SNAP and/or TANF case number to ensure that it appears to be a valid nine-digit case number. Do not require families to submit documentation of income when they submit their applications for approval.
Verifying Applications for Categorical Eligibility
All schools, except those schools that are exempt from Verification, must use COMPASS or Pennsylvania-Student Eligibility System (PA-SES) to verify applications randomly selected as part of the sample that indicate a SNAP or TANF nine-digit case number.
Continued on next slide.

11. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verifying Applications for Income Eligibility
All sources of income listed on the application must be verified. If child support is listed on the application but they claim they do not receive child support, the household must submit documentation that proves they do not receive child support (i.e. Pennsylvania Automated Child Support Enforcement System (PACSES) report, their checking account statement, Verification from domestic relations office.)
SNAP/TANF Inquiry (COMPASS):
If the SNAP/TANF Inquiry displays a Y in the SNAP/TANF column, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified. The We Must Check letter would not be sent to the households.
If the SNAP/TANF Inquiry displays an N in the SNAP/TANF column, the We Must Check letter must be sent to the households. Verification is considered complete when the final Verification Results letter is sent to households that were verified. This is to notify them if their eligibility changed or did not change due to verification.
Please reference the Verification Inquiry section of the COMPASS Training Guide.
Continued on next slide.

12. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verifying Applications for Income Eligibility (continued)
If it is discovered (in COMPASS or through contacting the county assistance office) that a family is no longer eligible for SNAP and/or TANF, the household must be contacted and asked to submit proof of SNAP and/or TANF eligibility. If the household can prove that during the month they applied for free and reduced price meals they were receiving SNAP and/or TANF, the application would be verified as SNAP and/or TANF eligible and benefits would continue. Eligibility is being determined by using documentation from a month prior to the submission of the application up to the time the school requests documentation. Example: If the household submitted the Household Application for Free and Reduced Price Meals in September and they can provide Verification that they received SNAP benefits in August, that would be considered acceptable. Verification and free eligibility status would continue.
All sources of income listed on the application must be verified. If child support is listed on the application but they claim they do not receive child support, the household must submit documentation that proves they do not receive child support (i.e. Pennsylvania Automated Child Support Enforcement System (PACSES) report, their checking account statement, and Verification from domestic relations office.)
Continued on next slide.

13. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verifying Applications for Income Eligibility (continued)
The income documentation provided must be from the month prior to the household filling out the application up until the time that the LEA requests the information from the household. For Household Application for Free and Reduced Price Meals selected to be verified, the Income Verification Inquiry can be conducted on the Commonwealth of Pennsylvania’s Access to Social Services (COMPASS):
If the Income Verification Inquiry results display Verified Free or Verified Reduced, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified, and the We Must Check letter would not have to be sent to the households.
If the Income Verification Inquiry results display Verify with Household, the school must send the We Must Check letter.
Please reference the Verification Inquiry section of the COMPASS Training Guide.
Continued on next slide.

14. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verifying Applications for Income Eligibility (continued)
If there is only one income frequency indicated on the household application, use that income frequency when determining eligibility of the household application. (For example, if two individuals are working in the household and both individuals are paid monthly, add the two monthly incomes together and compare to the total monthly income and family size on the Income Eligibility Guidelines.) If there is more than one income frequency indicated on the household application, all incomes should be converted to annual income. (For example, there are two incomes in the household. If one individual is paid monthly and the other individual is paid every two weeks, convert both incomes to annual income and add them together.)
For instructions and examples, please see: "Instructions for Determining Eligibility for School Meals with Same/Different Income Frequencies.” (displayed on next slide)
Continued on next slide.

15. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
"Instructions for Determining Eligibility for School Meals with Same/Different Income Frequencies."

16. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verifying Applications for Foster Children
A foster child is categorically eligible for free meals. When an application is submitted, an appropriate box or other indication on the application must be checked to identify the child’s status.
A foster child’s free status is not extended to other children in the household. The procedures for Verification of foster children have changed as described below.
Continued on next slide.

17. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verifying Applications for Foster Children
A foster child’s free status is not extended to other children in the household. The procedures for Verification of foster children have changed as described below (continued).
Continued on next slide.

18. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verifying Applications for Foster Children
A foster child’s free status is not extended to other children in the household. The procedures for Verification of foster children have changed as described on right (continued).

19. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Contacts with Households
Notify households that have been selected for Verification using the Notification of Selection (We Must Check) letter (available in English and Spanish). This letter is located on PEARS > Applications > Download Forms > Verification Information section. Households may also be notified via if the parent or guardian contact information is known.
The LEA must make at least one follow-up attempt with a household that does not respond or only partially responds (only sent in partial documentation) to the request for Verification. The LEA may send them a letter, call them, send a text message, meet them in person, or send an . Document all attempts made to contact the household.
If the LEA is unable to verify the household’s eligibility status after the follow-up attempt(s), the household’s benefits must be terminated through a Verification Results (We Have Checked) letter.
Households must be given 10 calendar days advance notice before benefits can be terminated. The first day of the 10 calendar days is the day the Verification Results (We Have Checked) letter is mailed. If the household disagrees, an appeal must be filed within 10 calendar days to ensure continued benefits while awaiting a hearing or decision. The household’s eligibility would remain the same during the appeal process until a decision is reached.
The LEA must provide all households selected for Verification with a telephone number that they may call for assistance. The LEA must establish a toll free number (may be a local number without a fee) or allow households to reverse charges.

20. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Verification Results
If a household has not responded by November 15 despite at least one follow-up attempt by the LEA, benefits are terminated. All households for whom benefits are to be reduced or terminated must be given 10 calendar days written advance notice of the change.
Verification of an application is complete when one of the following occurs:
Eligibility is confirmed.
Eligibility is changed to a higher level of benefit (reduced to free). This change is effective immediately and must be implemented no later than three operating days from the date of change.
A Verification Results letter has been sent informing the household that benefits will be reduced (free to reduced). All households for whom benefits are to be reduced or terminated must be given 10 calendar days written advance notice of the change.
A Verification Results letter has been sent informing households that benefits will be terminated (free or reduced to paid). All households for whom benefits are to be reduced or terminated must be given 10 calendar days written advance notice of the change.

21. Topic 2 | Overview of Verification Verification Responsibilities and Requirements
Documentation
LEAs must retain all documentation to demonstrate compliance with Verification requirements including the following:
Source of information used to verify the application.
Copies of all relevant correspondence. (Notification of Selection (We Must Check) letter, any follow-up correspondence to households that have not responded to Verification, Verification Results letter, etc.).
Documents or records submitted by the household (original, photocopy, or written record) indicating income, time period of income, and date of the document. If the LEA is returning documentation back to the household from which it was sent, the LEA should make copies and maintain them on file. During an Administrative Review, the field advisor may request to see this documentation. If it is not on file, corrective action will be required.
Any changes in eligibility as a result of Verification, the reason for the change, and the date the change was made.
Recommendation: When you select applications for Verification, make copies of these applications and put the originals back in the file. Place the copies in a folder marked “Verification/School Year XX/XX”. When you receive documentation related to Verification of a specific application, attach this documentation to the appropriate application. When an Administrative Review is done, you can pull this folder and provide the field advisor with the necessary applications and accompanying documentation.

22. Topic 3 | Determining the Appropriate Sampling Method to Use
Use the flowchart below to determine which sampling method you should use.
Note:
LEAs with more than 20,000 students approved by application (excluding Direct Certification since these students are eligible through a Direct Certification list, not a household application) with a 10% improvement in non-response rate from the previous school year may use 3% random sampling or 1% focused plus sampling.

23. Topic 4 | Overview of Verification 3% Focused Sampling
Who Must Use This Method?
New sponsors of the School Nutrition Programs (SNP)
New sponsors from last school year that did not need to conduct Verification
Existing sponsors who had a non-response rate (percentage of households that did not respond) to Verification the prior year of greater than or equal to 20%
Eleven Steps Involved in 3% Focused Sampling
STEP 1: Determine the total number of approved, current school year applications on file as of the first operating day in October. STEP 2: Calculate your sample size (number of approved, current school year applications on file the first operating day of October to be verified) by multiplying the total number of approved, current school year applications by 3%.
Continued on next slide.

24. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
STEP 3: Separate, approved, current school year, error prone applications from approved, current school year, non-error prone applications on file the first operating day of October. An error prone application is an approved application where the total reported income on the household application is within the following amounts of income (Income Threshold) when compared to the income reflected on the Income Eligibility Guidelines.
If there is only one income frequency, use that income frequency. (For example, if two individuals in the household are working and both individuals are paid monthly, add the two monthly incomes together and compare to the total monthly income on the Income Eligibility Guidelines.) If there is more than one income frequency indicated on the free and reduced household meal benefit application, all incomes would be converted to annual income. (For example, there are two incomes in the household. If one individual is paid monthly and the other individual is paid every two weeks, convert both incomes to annual and add them together.)
For instructions and examples, please see: “Determining Eligibility Based on Income Frequencies,” PEARS > Download Forms > Free and Reduced Price Meals Information section.
Continued on next slide.

25. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
STEP 3: (continued)
To determine if an application is error prone, compare the income and family size indicated on the application to the income and family size indicated on the Income Eligibility Guidelines for Free and Reduced Price Meals. If the difference in the household income and the income indicated on the Income Eligibility Guidelines is equal to or less than the Income Threshold listed at the right, the application is considered error prone.
Example A:
Note:
When initially approving applications for free and reduced price eligibility, it may be helpful to mark error prone applications in a way that they can easily be identified among all approved, current school-year applications (red flag, stickie note, paper clip, turned corner, etc.) or file them in a separate folder.

26. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
STEP 4: From the error prone applications, randomly select the appropriate number of approved, current school year applications to verify (i.e. the sample size that was determined in Step 2). STEP 5: If there are not enough error prone applications to fulfill the required sample size, randomly select additional applications from the approved, current school year, non-error prone applications. STEP 6: Conduct a Confirmation Review of all approved, current school year applications selected for Verification. The purpose of the Confirmation Review is to check the accuracy of the initial eligibility determination. The Confirmation Review must be completed by a school employee and must be someone other than the Determining (or Approving) Official (i.e. the person who made the initial eligibility determination.) The Confirming Official must sign and date the bottom of the application, where indicated. Once any required Confirmation Reviews are completed, the LEA will proceed with Verification if the initial determination was correct or incorrect, as indicated on the right.

27. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
Replacing Applications After completing the Confirmation Reviews, the LEA may, on a case-by-case basis, replace up to five percent of applications selected [7 CFR 245.6a(e)(2)]. Applications may be replaced when the LEA believes the household would be unable to satisfactorily respond to the Verification request. If five percent of total applications in the LEA results in less than one application total, one application may still be replaced. All results of the five percent calculation are rounded up to the next whole number. Any application removed must be replaced with another approved application selected on the same basis. For example, an error prone application must be substituted for a withdrawn error prone application. The newly selected application must then have a Confirmation Review. When an application is selected for Verification and, prior to hearing back from the household in question, that household is found on a Direct Certification list, the application does not have to be replaced in the Verification sample pool. The application would be marked as a Direct Certification in the appropriate box in Section 3 of the FNS-742. LEAs should include these applications in Field 5-5 (Number of applications selected for Verification) of the FNS-742.
Continued on next slide.

28. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
Replacing Applications (continued)
For Household Applications for Free and Reduced Price Meals selected to be verified, the following two inquiries can be conducted on the Commonwealth of Pennsylvania’s Access to Social Services (COMPASS):
Income Verification Inquiry (income applications).
If the Income Verification Inquiry results display Verified Free or Verified Reduced, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified and the We Must Check letter would not have to be sent to the households.
If the Income Verification Inquiry results display Verify with Household, the school must send the We Must Check letter.
SNAP/TANF Inquiry (applications with a nine-digit case number).
If the SNAP/TANF Inquiry displays a Y in the SNAP/TANF column, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified. The We Must Check letter would not be sent to the households.
Continued on next slide.

29. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
Replacing Applications (continued)
SNAP/TANF Inquiry (applications with a nine-digit case number) (continued).
If the SNAP/TANF Inquiry displays an N in the SNAP/TANF column, the We Must Check letter must be sent to the households. Verification is considered complete when the final Verification Results letter is sent to households that were verified. This is to notify them if their eligibility changed or did not change due to verification.
Please reference the Verification Inquiry section of the COMPASS Training Guide.
Direct Verification vs. Direct Certification
Direct Verification is when sponsors verify an application using either the SNAP/TANF or Income Verification Inquiry in COMPASS. The number of applications/students that are directly verified in COMPASS are reported on the Verification Collection Report in PEARS.
Direct Certification is when student enrollment is matched with the Department of Human Services (DHS) file in the Pennsylvania-Student Eligibility System (PA-SES), i.e.Direct Certification list.
Continued on next slide.

30. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
Direct Verification vs. Direct Certification (continued) STEP 7: Notify the households that have been selected for income Verification using the Selection (We Must Check) letter (available in English and Spanish). The Notification of Selection (We Must Check) letter is located in PEARS > Applications > Download Forms, Verification Information section. If verifying applications approved based on SNAP or TANF case number because there are not enough error prone and non-error prone income applications available, and the Confirmation Review indicates the SNAP or TANF case number appears to be a valid case number, proceed by verifying the SNAP or TANF number through COMPASS or the Pennsylvania- Student Eligibility System (PA-SES).
Provide households with a telephone number that they may call for assistance. The call must be free to all households in the LEA. The LEA may establish a toll-free number or allow the household to reverse the charges if any households in the school district are outside the local calling area. The LEA may provide different telephone numbers for each local calling area within the school district. The school or LEA should determine the appropriate person to respond to requests for Verification assistance. The household must be able to contact a school or LEA official who can help them or can refer them to a specific person for help. If the household is not able to obtain assistance during their initial call, a school or LEA official must attempt to initiate further contact.

31. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
STEP 8: Follow-up with households that do not respond to the initial request for Verification.
The Local Educational Agency (LEA) must make at least one follow-up attempt with a household that does not respond or partially responds (only sent in partial documentation) to the request for Verification. (For example, a household has reported two incomes on their application but only provides one paycheck stub in response to the Verification request. This household has partially responded to Verification. This situation would be considered a non-response.) The follow-up can be done through mail, telephone, text message, , or personal contact. The LEA must document all attempts and the results, if any.
The LEA may contract with a third party to do the follow-up activity. Any third party is subject to confidentiality requirements. Third parties should be required to sign a Memorandum of Understanding (MOU). The MOU is available in PEARS > Applications > Download Forms > Forms section.
STEP 9: Complete the Verification process by November 15th. Make changes to eligibility status or confirm eligibility as described below.
The household’s eligibility is confirmed if the income documentation submitted supports the income reported on the application or the household’s categorical eligibility is verified through contact with the county assistance office or through the Commonwealth of Pennsylvania’s Access to Social Services (COMPASS).
Continued on next slide.

32. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
STEP 9: Complete the Verification process by November 15th. Make changes to eligibility status or confirm eligibility as described below (continued).
The household’s eligibility should be changed from reduced to free if it is discovered through the Verification process that the household qualifies for free meals. This change is effective immediately and must be implemented no later than three operating (school) days from the discovery. Households should be notified of this change in benefit through the same form used to notify households of approval for benefits. The Approval/Denial of Benefits form is located in PEARS > Applications > Download Forms > Free and Reduced Price Meal Information section.
The household’s benefits may be reduced (from free to reduced) or terminated (from free or reduced to paid) if it is discovered through the Verification process that benefits should be reduced or terminated. A Verification Results letter (available in English and Spanish) should be sent to the household notifying them of the reduction or termination of benefits. The Verification Results letter is available in PEARS > Applications > Download Forms > Verification Information section.
If the LEA is unable to verify the household’s eligibility status after the follow-up attempt(s), the household’s benefits must be terminated through a Verification Results letter. The Verification Results letter is available in PEARS > Applications > Download Forms > Verification Information section.
Continued on next slide.

33. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
STEP 9: Complete the Verification process by November 15th. Make changes to eligibility status or confirm eligibility as described below (continued).
The household must be given 10 calendar days advance written notice before benefits can be terminated or reduced as described in C and D above. The first day of the 10-calendar day notice is the day the written notice (Verification Results letter) is sent. If the household disagrees, an appeal must be filed within 10 calendar days to ensure continued benefits while awaiting a hearing or decision. The household’s eligibility would remain the same during the appeal process until a decision is reached. Households that have a reduction or termination of benefits due to Verification may reapply any time throughout the school year. However, if the household reapplies in the same school year, the household is required to submit income documentation or a Supplemental Nutrition Assistance Program (SNAP) or Temporary Assistance for Needy Families (TANF) case number at the time of reapplication. Since this is not considered a new application, the LEA may verify the household’s eligibility prior to approval.
Continued on next slide.

34. Topic 4 | Overview of Verification 3% Focused Sampling
Eleven Steps Involved in 3% Focused Sampling (continued)
STEP 10: Retain all documentation to demonstrate compliance with Verification requirements which includes:
Source of information used to verify the application.
Copies of all relevant correspondence (Selection for Verification (We Must Check) letter, any follow-up correspondence to households that have not responded to Verification, Verification Results letter, etc.).
Printouts from COMPASS or the Pennsylvania-Student Eligibility System (PA-SES).
Documents or records submitted by the household (original, photocopy, or written record) indicating income, time period of income, and date of the document. The income provided must be from the month prior to the household filling out the application or up until the time that the LEA requests the information from the household. If the LEA is returning documentation back to the household from which it was sent, the LEA should make copies and maintain them on file. During an Administrative Review, the field advisor may request to see this documentation. If it is not on file, corrective action will be required.
Any changes in eligibility as a result of Verification, the reason for the change, and the date the change was made.
STEP 11: Complete the Verification Collection Report in PEARS by February 1st. Directions for completing the Verification Collection Report is available in PEARS > Applications > Download Forms > Verification Information section > Verification Collection Report Instructions.

35. Topic 4 | Overview of Verification 3% Focused Sampling
Review of Steps Involved in 3% Focused Sampling
STEP 1: Determine the total number of approved, current school year applications on file as of the first operating day in October. STEP 2: Calculate your sample size (number of approved, current school year applications to be verified) by multiplying the total number of approved, current school year applications by 3%. STEP 3: Separate error prone applications from non- error prone applications. STEP 4: From the error prone applications, randomly select the appropriate number of approved, current school year applications to verify. STEP 5: If there are not enough error prone applications to fulfill the required sample size, randomly select additional applications from the approved, current school year non-error prone applications. STEP 6: Conduct a Confirmation Review of all approved, current school year applications selected for Verification. If necessary, make changes to sample based on the Confirmation Review.
STEP 7: Notify the households that have been selected for income Verification using the Selection for Verification (We Must Check) letter. The Selection for Verification (We Must Check) letter is located in PEARS > Applications > Download Forms > Verification Information section. If verifying applications approved based on SNAP or TANF case number because not enough error prone applications or non-error prone applications were available, and the Confirmation Review indicates the SNAP or TANF case number appears to be a valid number, proceed by verifying the SNAP or TANF case number through COMPASS or the PA-SES.
STEP 8: Follow-up with households that do not respond to initial request for Verification.
STEP 9: Complete Verification by November 15th.
STEP 10: Retain all documentation.
STEP 11: Complete the Verification Collection Report in PEARS by February 1st.

36. Topic 5 | 1% Focused Plus Sampling
Who Must Use This Method?
This method may be implemented by sponsors whose non-response rate (percentage of households that did not respond to Verification) from the previous school year is less than 20%
Twelve Steps Involved in 1% Focused Plus Sampling
STEP 1: Determine the total number of approved, current school year applications on file as of the first operating day in October.
STEP 2: Separate approved, current school year applications into the following three categories:
Error prone applications (see below for an explanation of error prone applications and an activity to provide practice in identifying error prone applications).
Approved, current school year applications approved based on the indication of a SNAP and/or TANF case number.
Non-error prone approved applications that do not indicate a SNAP and/or TANF case number.
Continued on next slide.

37. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 2: Separate approved, current school year applications into the following three categories (continued): Error Prone Applications An error prone application is an approved application where the total reported income on the household application is within the following amounts of income (Income Threshold) when compared to the income reflected on the Income Eligibility Guidelines.
Continued on next slide.

38. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 2: Separate approved, current school year applications into the following three categories (continued):
Error Prone Applications (continued)
If there is only one income frequency, use that income frequency. (For example, if two individuals in the household are working and both individuals are paid monthly, add the two monthly incomes together and compare to the total monthly income on the Income Eligibility Guidelines). If there is more than one income frequency indicated on the household's free and reduced meal application, all incomes would be converted to annual income. (For example, there are two incomes in the household. If one individual is paid monthly and the other individual is paid every two weeks, convert both incomes to annual and add them together.) For instructions and examples, please see “Instructions for Determining Eligibility for School Meals with Same/Different Income Frequencies,” PEARS > Applications > Download Forms Menu > Free and Reduced Price Meals Information section.
Continued on next slide.

39. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 2: Separate approved, current school year applications into the following three categories (continued):
Error Prone Applications (continued)
To determine if the household application is error prone, compare the income and family size indicated on the household application to the income and family size indicated on the Income Eligibility Guidelines for Free and Reduced Price Meals. If the difference in the household income and the income indicated on the Income Eligibility Guidelines is equal to or less than the Income Threshold listed above, the application is considered error prone. For more information, see “Instructions for Determining Error Prone Applications,” PEARS > Applications > Download Forms > Verification Information section.
Example A:
Note:
When approving applications for free and reduced price eligibility, it may be helpful to mark error prone applications in a way that they can easily be identified among all approved, current school-year applications (red flag, stickie note, paper clip, turned corner, etc.) or file them in a separate folder.

40. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 3: Calculate Part A of your sample. Multiply the number of approved, current school year applications on file as of the first operating day in October by 1%.

41. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 4: Calculate Part B of your sample. Multiply the number of approved, current school year applications on file as of the first operating day in October, which were approved for free meals based on the indication of a SNAP or TANF case number by ½ of 1% (.005).

42. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 5: From the error prone applications on file, randomly select the appropriate number of applications to be verified (i.e. Part A of the sample size [See STEP 3]). If there are not enough error prone applications to fulfill the required sample size, randomly select additional approved, current school year non-error prone applications.
STEP 6: From the applications approved based on indication of a SNAP or TANF case number, randomly select the appropriate number of applications to verify (i.e. Part B of your sample size [See STEP 4]).

43. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 7: Conduct a Confirmation Review of all approved, current school year applications selected for Verification. The purpose of the Confirmation Review is to check the accuracy of the initial eligibility determination. The Confirmation Review must be completed by a school employee and must be someone other than the Determining (or Approving) Official (i.e. the person who made the initial eligibility determination.) The Confirming Official must sign and date the bottom of the application, where indicated. Once any required Confirmation Reviews are completed, the LEA will proceed with Verification if the initial determination was correct or incorrect, as displayed on the right:
After completing the Confirmation Reviews, the LEA may, on a case-by-case basis, replace up to five percent of applications selected [7 CFR 245.6a(e)(2)]. Applications may be replaced when the LEA believes the household would be unable to satisfactorily respond to the Verification request.
Continued on next slide.

44. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 7: (continued)
If five percent of total applications in the LEA results in less than one application total, one application may still be replaced. All results of the five percent calculation are rounded up to the next whole number. Any application removed must be replaced with another approved application selected on the same basis. For example, an error prone application must be substituted for a withdrawn error prone application. The newly selected application must then have confirmation review.
When an application is selected for Verification and, prior to hearing back from the household in question, that household is found on a Direct Certification list, the application does not have to be replaced in the Verification sample pool. The application would be marked as a Direct Certification in the appropriate box in Section 3 of the FNS-742. LEAs should include these applications in Field 5-5 (Number of applications selected for Verification) of the FNS-742.
Continued on next slide.

45. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 7: (continued)
For Household Applications for Free and Reduced Price Meals selected to be verified, the following two inquiries can be conducted on the Commonwealth of Pennsylvania’s Access to Social Services (COMPASS):
Income Verification Inquiry (income applications).
If the Income Verification Inquiry results display Verified Free or Verified Reduced, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified and the We Must Check letter would not have to be sent to the households.
If the Income Verification Inquiry results display Verify with Household, the school must send the We Must Check letter.
Continued on next slide.

46. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 7: (continued)
SNAP/TANF Inquiry (applications with a nine-digit case number)
If the SNAP/TANF Inquiry displays a Y in the SNAP/TANF column, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified. The We Must Check letter would not be sent to the households.
If the SNAP/TANF Inquiry displays an N in the SNAP/TANF column, the We Must Check letter must be sent to the households. Verification is considered complete when the final Verification Results letter is sent to households that were verified. This is to notify them if their eligibility changed or did not change due to verification.
Please reference the Verification Inquiry section of the COMPASS Training Guide.
Continued on next slide.

47. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 7: (continued).
Direct Verification vs. Direct Certification
Direct Verification is when sponsors verify an application using either the SNAP/TANF or Income Verification Inquiry in COMPASS. The number of applications/students that are directly verified in COMPASS are reported on the Verification Collection Report in PEARS.
Direct Certification is when student enrollment is matched with the Department of Human Services (DHS) file in the Pennsylvania-Student Eligibility System (PA-SES), i.e., Direct Certification list.

48. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 8: Notify the households that have been selected for income Verification using the Notification of Selection (We Must Check) letter (available in English and Spanish). The Notification of Selection (We Must Check) letter is located in PEARS Download Forms, Verification Information section. If verifying applications approved based on SNAP or TANF number because not enough error prone applications were available, and the Confirmation Review indicates the SNAP or TANF number appears to be a valid number, proceed by verifying the SNAP or TANF number through COMPASS.
Provide households with a telephone number that they may call for assistance. The call must be free to all households in the LEA. The LEA may establish a toll-free number or allow the household to reverse the charges if any households in the school district are outside the local calling area. The LEA may provide different telephone numbers for each local calling area within the school district. The school or LEA should determine the appropriate person to respond to requests for Verification assistance. The household must be able to contact a school or LEA official who can help them or can refer them to a specific person for help. If the household is not able to obtain assistance during their initial call, a school or LEA official must attempt to initiate further contact.

49. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 9: Follow-up with households that do not respond to the initial request for Verification.
The LEA must make at least one follow-up attempt with a household that does not respond or partially responds (only sent in partial documentation) to the request for Verification. (For example, a household has reported two incomes on their application, but only provides one paycheck stub in response to the Verification request. This household has partially responded to Verification, so this situation would be considered a non-response.) The follow-up can be done through mail, telephone, , or personal contact. The LEA must document all attempts and the results, if any.
The LEA may contract with a third party to do the follow-up activity. Any third party is subject to confidentiality requirements. Third parties should be required to sign a Memorandum of Understanding (MOU). The MOU is available in PEARS > Download Forms > Confidentiality and Disclosure of Eligibility of Information section.

50. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 10: Complete the Verification process by November 15th. Make changes to eligibility status or confirm eligibility as described below.
The household’s eligibility is confirmed if the income documentation submitted supports the income reported on the application or the household’s categorical eligibility is verified through COMPASS or PA-SES.
The household’s eligibility should be changed from reduced to free if it is discovered through the Verification process that the household qualifies for free meals. This change is effective immediately and must be implemented no later than three operating days from the discovery. Households should be notified of this change in benefit through the same form used to notify households of approval for benefits. The Approval/Denial Form is located in PEARS > Applications > Download Forms > Free and Reduced Meals Information section.
The household’s benefits may be reduced (from free to reduced) or terminated (from free or reduced to paid) if it is discovered through the Verification process that benefits should be reduced or terminated. A Verification Results Letter (We Have Checked) should be sent to the household notifying them of the reduction or termination of benefits. The Verification Results (We Have Checked) Letter (available in English and Spanish) is available in PEARS > Applications > Download Forms > Verification Information section.
Continued on next slide.

51. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 10: Complete the Verification process by November 15th. Make changes to eligibility status or confirm eligibility as described below (continued).
If the LEA is unable to verify the household’s eligibility status after the follow-up attempt(s), the household’s benefits must be terminated through a Notice of Adverse Action. The Verification Results (We Have Checked) Letter (available in English and Spanish) is available in PEARS > Download Forms > Verification Information section.
The household must be given 10 calendar days advance written notice before benefits can be terminated or reduced as described in C and D above. The first day of the 10 calendar day notice is the day the written notice (Verification Results Letter-We Have Checked) is sent. If the household disagrees, an appeal must be filed within 10 calendar days to ensure continued benefits while awaiting a hearing or decision. The household’s eligibility would remain the same during the appeal process until a decision is reached.
Households that have a reduction or termination of benefits due to Verification may reapply any time throughout the school year. However, if the household reapplies in the same school year, the household is required to submit income documentation or a SNAP or TANF case number at the time of reapplication. Since this is not considered a new application, the LEA may verify the household’s eligibility prior to approval.

52. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 11: Retain all documentation to demonstrate compliance with Verification requirements which includes:
Source of information used to verify the application;
Copies of all relevant correspondence (Selection for Verification (We Must Check) Letter), any follow-up correspondence to households that have not responded to Verification, Verification Results Letter, etc.);
Printouts from COMPASS or PA-SES;
Documents or records submitted by the household (original, photocopy, or written record) indicating income, time-period of income, and date of the document. The income provided must be from the month prior to the household filling out the application up until the time that the LEA requests the information from the household. If the LEA is returning documentation back to the household from which it was sent, the LEA should make copies and maintain them on file. During an Administrative Review, the field advisor may request to see this documentation. If it is not on file, corrective action will be required; and
Any changes in eligibility as a result of Verification, the reason for the change, and the date the change was made.

53. Topic 5 | 1% Focused Plus Sampling
Twelve Steps Involved in 1% Focused Plus Sampling (continued)
STEP 12: Complete the Verification Collection Report in PEARS by February 1st. Directions for completing the Verification Collection Report will be available in PEARS > Applications > Download Forms > Verification Information section > Instructions for Completing the Verification Collection Report.

54. Topic 5 | 1% Focused Plus Sampling
Review of Steps Involved in 1% Focused Plus Sampling
STEP 1: Determine the total number of approved, current school year applications on file as of the first operating day in October.
STEP 2: Separate approved, current school year applications into the following three categories:
Error prone applications (see below for an explanation of error prone applications and an activity to provide practice in identifying error prone applications).
Approved, current school year applications approved based on the indication of a SNAP and/or TANF case number.
Non-error prone approved applications that do not indicate a SNAP and/or TANF case number.
STEP 3: Calculate Part A of your sample. Multiply the number of approved, current school year applications on file as of the first operating day in October by 1%.
STEP 4: Calculate Part B of your sample. Multiply the number of approved, current school year applications on file as of the first operating day in October, which were approved for free meals based on the indication of a SNAP or TANF case number by ½ of 1% (.005).
STEP 5: From the applications approved based on indication of a SNAP and/or TANF case number, randomly select the
appropriate number of applications to verify (i.e. Part B of your sample size).
STEP 6: Conduct a Confirmation Review of all approved, current school year applications selected for Verification. If necessary, make changes to sample based on Confirmation Review.
STEP 7: Notify the households that have been selected for income Verification using the Notification of Selection (We Must Check) letter (available in English and Spanish). The Selection for Verification (We Must Check) letter is located in PEARS > Applications > Download Forms > Verification Information section. If verifying applications approved based on SNAP or TANF number because not enough error prone applications were available, and Confirmation Review indicates the SNAP or TANF number appears to be a valid number, proceed by verifying the SNAP or TANF number through COMPASS.
STEP 8: Follow-up with households that do not respond to initial request for Verification.
STEP 9: Complete Verification by November 15th.
STEP 10: Retain all documentation.
STEP 11: Complete the Verification Collection Report on PEARS by February 1st.

55. Topic 6 | 3% Random Sampling
Who Must Use This Method?
This method may be implemented by sponsors whose non-response rate (percentage of households that did not respond to Verification) from the previous school year is less than 20%.
Nine Steps Involved in 3% Random Sampling
STEP 1: Determine the total number of approved, current school year applications on file as of the first operating day in October. STEP 2: Calculate sample size by multiplying the total number of approved, current school year applications by 3%.

56. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 3: Randomly select the appropriate number of approved, current school year applications to be verified (i.e. the sample size that was determined in STEP 2 above). When randomly selecting applications, a system should be used to ensure that the same household is not repeatedly selected for Verification. The Local Educational Agency (LEA) should develop and document a set methodology for random sampling. This will protect the LEA if a parent indicates they feel they are being discriminated against because they have been chosen for Verification. If the LEA has a standard methodology (i.e. every 8th application is selected until required sample size is reached), that protects the LEA against charges of bias. STEP 4: Conduct a Confirmation Review of all approved, current school year applications selected for Verification. The purpose of the Confirmation Review is to check the accuracy of the initial eligibility determination. The Confirmation Review must be completed by a school employee and must be someone other than the Determining (or Approving) Official (i.e. the person who made the initial eligibility determination). The Confirming Official must sign and date the bottom of the application, where indicated. Once any required Confirmation Reviews are completed, the LEA will proceed with Verification if the initial determination was correct or incorrect, as follows:
Continued on next slide.

57. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 4: (continued). Replacing Applications After completing the Confirmation Reviews, the LEA may, on a case-by-case basis, replace up to five percent of applications selected [7 CFR 245.6a(e)(2)]. Applications may be replaced when the LEA believes the household would be unable to satisfactorily respond to the Verification request. If five percent of total applications in the LEA results in less than one application total, one application may still be replaced. All results of the five percent calculation are rounded up to the next whole number. Any application removed must be replaced with another approved application selected on the same basis. For example, an error prone application must be substituted for a withdrawn error prone application. The newly selected application must then have Confirmation Review.
Continued on next slide.

58. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 4: (continued).
Replacing Applications (continued).
When an application is selected for Verification and, prior to hearing back from the household in question, that household is found on a Direct Certification list, the application does not have to be replaced in the Verification sample pool. The application would be marked as a Direct Certification in the appropriate box in Section 3 of the FNS-742. LEAs should include these applications in Field 5-5 (Number of applications selected for Verification) of the FNS-742.
For Household Applications for Free and Reduced Price Meals selected to be verified, the following two inquiries can be conducted on the Commonwealth of Pennsylvania’s Access to Social Services (COMPASS):
Income Verification Inquiry (income applications).
If the Income Verification Inquiry results display Verified Free or Verified Reduced, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified and the We Must Check letter would not have to be sent to the households.
If the Income Verification Inquiry results display Verify with Household, the school must send the We Must Check letter.
Continued on next slide.

59. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 4: (continued).
Replacing Applications (continued).
SNAP/TANF Inquiry (applications with a nine-digit case number).
If the SNAP/TANF Inquiry displays a Y in the SNAP/TANF column, the school can print the screen and attach it to the Household Application for Free and Reduced Price Meals. The application is considered verified. The We Must Check letter would not be sent to the households.
If the SNAP/TANF Inquiry displays an N in the SNAP/TANF column, the We Must Check letter must be sent to the households. Verification is considered complete when the final Verification Results letter is sent to households that were verified. This is to notify them if their eligibility changed or did not change due to verification.
Please reference the Verification Inquiry section of the COMPASS Training Guide.
Continued on next slide.

60. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 4: (continued).
Direct Verification vs. Direct Certification
Direct Verification is when sponsors verify an application using either the SNAP/TANF or Income Verification Inquiry in COMPASS. The number of applications/students that are directly verified in COMPASS are reported on the Verification Collection Report in PEARS.
Direct Certification is when student enrollment is matched with the Department of Human Services (DHS) file in the Pennsylvania-Student Eligibility System (PA-SES), i.e. Direct Certification list.
STEP 5: Notify the households that have been selected for income Verification using the Selection for Verification (We Must Check) letter (available in English and Spanish). Selection for Verification (We Must Check) letter is located in PEARS > Applications > Download Forms, Verification Information section. If verifying applications approved based on a SNAP or TANF case number because not enough error prone applications were available, and Confirmation Review indicates the SNAP or TANF case number appears to be a valid number, proceed by verifying the SNAP or TANF case number through COMPASS or the Pennsylvania-Student Eligibility System (PA-SES).

61. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 6: Provide households with a telephone number that they may call for assistance. The call must be free to all households in the Local Educational Agency (LEA). The LEA may establish a toll-free number or allow the household to reverse the charges if any households in the school district are outside the local calling area. The LEA may provide different telephone numbers for each local calling area within the school district. The school or LEA should determine the appropriate person to respond to requests for Verification assistance. The household must be able to contact a school or LEA official who can help them or can refer them to a specific person for help. If the household is not able to obtain assistance during their initial call, a school or LEA official must attempt to initiate further contact.
STEP 7: Complete Verification by November 15th. Make changes to eligibility status or confirm eligibility as described below.
The household’s eligibility is confirmed if the income documentation submitted supports the income reported on the application or the household’s categorical eligibility is verified through COMPASS or PA-SES.
The household’s eligibility should be changed from reduced to free if it is discovered through the Verification process that the household qualifies for free meals. This change is effective immediately and must be implemented no later than three operating days from the discovery. Households should be notified of this change in benefit through the same form used to notify households of approval for benefits. The Approval/Denial of Benefits form is located in PEARS > Applications > Download Forms > Free and Reduced Price Meal Information section.
Continued on next slide.

62. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 7: (continued).
The household’s benefits may be reduced (from free to reduced) or terminated (from free or reduced to paid) if it is discovered through the Verification process that benefits should be reduced or terminated. A Verification Results letter should be sent to the household notifying them of the reduction or termination of benefits. The Verification Results letter is available in PEARS > Applications > Download Forms, Verification Information section.
If the LEA is unable to verify the household’s eligibility status after the follow-up attempt(s), the household’s benefits must be terminated through a Verification Results Letter. The Verification Results Letter is available in PEARS > Applications > Download Forms > Verification Information section.
The household must be given 10 calendar days advance written notice before benefits can be terminated or reduced as described in C and D above. The first day of the 10 calendar day notice is the day the written notice (Verification Results letter) is sent. If the household disagrees, an appeal must be filed within 10 calendar days to ensure continued benefits while awaiting a hearing or decision. The household’s eligibility would remain the same during the appeal process until a decision is reached.
Continued on next slide.

63. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 7: (continued).
(continued).
Households that have a reduction or termination of benefits due to Verification may reapply any time throughout the school year. However, if the household reapplies in the same school year, the household is required to submit income documentation or a SNAP and/or TANF case number at the time of reapplication. Since this is not considered a new application, the LEA may verify the household’s eligibility prior to approval.
STEP 8: Retain all documentation to demonstrate compliance with Verification requirements which includes:
Source of information used to verify the application.
Copies of all relevant correspondence (Selection for Verification (We Must Check) letter, any follow-up correspondence to households that have not responded to Verification, Verification Results letter, etc.).
Printouts from COMPASS or the PA-SES.
Continued on next slide.

64. Topic 6 | 3% Random Sampling
Nine Steps Involved in 3% Random Sampling (continued)
STEP 8: (continued):
Documents or records submitted by the household (original, photocopy, or written record) indicating income, time period of income, and date of the document. The income provided must be from the month prior to the household filling out the application up until the time that the LEA requests the information from the household. If the LEA is returning documentation back to the household from which it was sent, the LEA should make copies and maintain them on file. During an Administrative Review, the field advisor may request to see this documentation. If it is not on file, corrective action will be required.
Any changes in eligibility as a result of Verification, the reason for the change, and the date the change was made.
STEP 9: Complete the Verification Collection Report in PEARS by February 1st. Directions for completing the Verification Collection Report are available in PEARS > Applications > Download Forms > Verification Information section > Verification Collection Report Instructions.

65. Topic 6 | 3% Random Sampling
Review of Steps Involved in 3% Random Sampling
STEP 1: Determine the total number of approved, current school year applications on file as of the first operating day in October. STEP 2: Calculate your sample size (number of approved, current school year applications to be verified) by multiplying the total number of approved, current school year applications by 3%. STEP 3: Randomly select the appropriate number of approved, current school year applications to be verified (i.e., the sample size that was determined in STEP 2 above). STEP 4: Conduct a Confirmation Review of all approved, current school year applications selected for Verification. If necessary, make changes to sample based on the Confirmation Review. STEP 5: Notify the households that have been selected for Verification using the Notification of Selection (We Must Check) letter (available in English and Spanish).
The Notification of Selection (We Must Check) letter is located in PEARS > Applications > Download Forms > Verification Information section. If the Confirmation Review indicates the SNAP or TANF case number appears to be a valid number, proceed by verifying the SNAP or TANF case number through COMPASS or the Pennsylvania-Student Eligibility System (PA-SES).
STEP 6: Follow-up with households that do not respond to the initial request for Verification. One follow-up is mandatory if the household did not initially respond.
STEP 7: Complete the Verification process by November 15th.
STEP 8: Retain all documentation.
STEP 9: Complete the Verification Collection Report in the Pennsylvania Electronic Application and Reimbursement System (PEARS) by February 1st.

66. Topic 7 | Verification Checklist
Review of Steps Involved in Verification
Start the Verification process by the first operating day in October.
Determine the non-response percentage for Verification from the previous school year.
Choose the proper Verification sampling method. Please see the tool for determining Sampling method on PEARS > Applications > Download Forms > Verification Information section.
Designate error prone applications from non-error prone applications if using a 3% or 1% focused sampling method.
Count the number of approved, current school year applications.
Select applications to be verified. Do not oversample. Please see tool for determining number of applications to be verified on PEARS > Applications > Download Forms > Verification Information section.
Conduct the Confirmation Review. Sign and date applications.
Change eligibility if needed. Notify families. Select new applications as needed.
Use COMPASS or Pennsylvania-Student Eligibility System (PA-SES) to directly verify applications that include a Supplemental Nutrition Assistance Program (SNAP) and/or Temporary Assistance for Needy Families (TANF) case number.
Send Notification of Selection (We Must Check) letters to families that have been selected for Verification of income.
Verify documentation of information received.
Send second Notification of Selection (We Must Check) letters to households that do not respond, or contact households via telephone or . Document telephone conversations.
Verify applications and send letters to families notifying them of results.
Complete the Verification process by November 15th.
Complete Verification Collection Report on PEARS by February 1st.
Maintain copies of all documents, received and sent, for three years plus the current year. Unless, if involved in an audit must maintain documents until the audit is resolved.