Provided by the LAUSD Food Services Division7/9/2014

2014-2015Meal Application Training

for Food Services Managers

Overview

This training will provide you with the knowledge and understanding of the Meal Application process. This will address the following areas:• What is a Meal Application• Acquiring rosters • Grace Period/Carry Over Period• Required information to process applications• How to process applications• Using the current Income Eligibility Guideline• Sending Applications to Central Office

Purpose and Benefits

Many families are not aware their children may qualify for assistance• Applying to qualify for NSB and NSLP will promote the

awareness that students can receive a healthy meal • Sending Meal Applications to Central Office daily will

expedite the process • Students eligibility will be updated to the Roster and CMS

POS daily when processed

Goal

• Qualify as many students for the meal program

• User friendly online application

• Students of family with food insecurity will be able to have a healthy and nutritious meal at little or no cost

Introduction

What is a Meal Application?A meal application is used as a tool to determine eligibility for the National School Lunch and Breakfast Program for students.

Why is it necessary?

In accordance to the Code of Federal Regulations, Title 7 (sec. 245) School Food Authorities participating in the NSLP shall provide applications for Free & Reduced price meals to all students

On-line applications are available at http://achieve.lausd.net/mealapp orwww.applyforlunch.com

Key Terms• Eligibility Codes – Are numbers that represent the student’s

eligibility. They are used to prevent overt identification

• Overt Identification – This means any action that openly identifies children as eligible for free or reduced price benefits in the NLSP, or SBP

• Blank – An empty space on the roster where an eligibility code should be, indicating that either no application has been received and processed or the eligibility has not yet been determined for the year in which the blank appears• If you receive an application from a student with a blank,

process the application on site immediately

Key Terms Continued…• Income Eligibility Guidelines (IEG) – A scale that lists the

incomes at which a family can qualify for the Child Nutrition Program

• Household – Group of related or unrelated individuals living as one economic unit

• Household Size (HS) – The composition of household members listed on the application living as one economic unit sharing housing and expenses of it’s members

• Household Income (H INC)- Income is any money received on a recurring basis, including gross earned income. Gross earned income means all money earned before such deductions

Key Terms Continued…• Foster Child (FC) – A child that is considered a ward of the state and

is placed in “foster care.”

• Case Number – A number listed on the application indicating that someone in the household receives government assistance.

• Quick Qualifier (QQ) - The official term used by LAUSD Food Services to indicate that the eligibility of free was determined by using a valid case number.

• Food Distribution Program on Indian Reservation (FDPIR) the family must request a letter from the Tribe including the Tribal ID number; send the application and supporting documents directly to the Food Services Division marked, attention: Pat Millender/Meal Compliance Unit

Key Terms Continued…• Notice of Incomplete (NOI) - a form/letter which states what

information is needed to complete the processing of the application. • Form available at http://cafe-la.lausd.net

• Cafeteria Management System (CMS) – Food Services technology project.

• Front of the house -(FOH) is the term used for the Food Services point of sale program.

• PIN Numbers – Are issued to directly to all enrolled students in Secondary schools.

Rosters

Before the first day of school:

• Managers should obtain an alphabetical roster• Write “MASTER” across the top of the roster

• Write the date and name of school on top

• Remember to write type of school

Rosters cont’d

• Remember the meal codes:• 1 is for Free• 2 is for Reduced Price• 3 is Not Eligible (Full Price)• 4 is Do not wish to apply• 5 is for direct certification which is Free

Rosters cont’dBase Year and Pricing schools

• It is a requirement to have two rosters printed for each month• Rosters should be printed on the 15th and the last operating

day of the month• Write the date across the top• Filed with most current date in front

Provision 2 Year 2+• Must print roster monthly

• Roster should be printed on the last operating day of the month

• Write the date across the top• Filed with the most current date in front

Rosters cont’d

For schools that service Off-Sites and State Pre-School• Obtain attendance rosters from Off-Site and/or State Pre-

School every month• Students birthdates should be included• Fax an attendance roster separately to 213.241.8486

attention to Pat Millender, Sr. Meal Compliance Auditor• Include name of Off-Site or State Pre-School on roster• Write your school name, location code and Fax number• The meal compliance team will code and return the roster

to you

Grace Period

What is a Grace Period?• Grace Period/Carryover Period - is the period for which we

carryover the eligibility status from the previous year for every child. • The carryover is up to 30 operating days into the current school

year (beginning with the first day of the school calendar which varies)• The student’s prior years eligibility is valid until new eligibility

is determined or the end of the Grace Period/Carryover Period • Last day for Grace Period is September 23, 2014

Meal Application

Before Processing Meal Applications

• Make sure the application is the correct year

• Have a current Roster in front of you before you start processing

• All applications MUST have a parent or guardian signature in Step 4

• USE BLACK INK ONLY when processing applications

• Only process applications:– Student is new to the district– No previous meal code

Before Processing Meal Applications

• Do not alter applications−No labels, white out or highlighters

• If any required information is missing, the application is incomplete and cannot be processed

• Document the information outside of the black squares on the application in black ink or send home a NOI

Process for New Incoming Students

If there is no eligibility code for the student• Ask if they have submitted an application• If they have not submitted an application, provide the

child with an application• They are full price until the eligibility code is determined

by FS and/or appears on roster

If the child has the completed meal application• Process the meal application• Record the eligibility code on the roster and the date

processed

Processing the Applications

Once receiving the applications:• It is important to write “Date Received” in the “For

Office Use only” section• Applications must be processed within 10 Business

days upon receipt

Processing a “QQ” Application• Check for correct year before accepting• Check for correct color and year of application• Student(s) name listed in Step 1• A valid case number with 7-15 digits, includes both letters and

numbers• Signature of parent or legal guardian in Step 4• All applications MUST return home if missing parent or

guardian signature• If there are multiple students on the meal application; process

as a household of 1

REMEMBER - 1 case number qualifies all children

11 11 02 Jerry Garcia11 11 02 Jerry Garcia ROC1967201ROC1967201

Grace DiazGrace Diaz

Processing Foster Child Applications

• Student name listed in Step 1

• Check to see if the box for Foster Child is marked in Step 1

• Adult signature in Step 4, printed or cursive

• Foster children are considered to be a Household of 1, If multiple students are listed • Do not process the application• send immediately to Central Office for Processing

• Foster children are “Directly Certified”, these students will be coded “1” on SIS

12 23 09 Charlie Brown x ABC El. 12 23 09 Charlie Brown x ABC El.

Peppermint PattyPeppermint Patty

Processing an Income Application

• Student(s) name must be listed in Step 1• All other household members listed in Step 3• If family member in Step 3 not receiving income,

“Must check box if no income” by name or write zeroes in the income boxes

• Income listed by person(s) receiving earnings • All incomes will be annualized.

Processing an Income Application Continue• Monthly x 12, Bi-weekly x 26, Twice a month x 24,

Weekly x 52. These incomes will be added together. • Round up to the next whole dollar of $.50 or more• The dollar amount remains the same if $.49 or less• Adult signature in Step 4, their name must be listed in

Step 3• Social Security numbers, only last 4 digits are required or

box checked “I do not have a SS number ”• Check the current IEG under the Annual column to

determine the eligibility

Income Eligibility Guideline

Household Size

Annual Monthly Twice Per Month Every Two Weeks Weekly

1 $11,670 $973 $487 $449 $225

2 $15,270 $1,311 $656 $605 $303

3 $19,790 $1,650 $825 $762 $381

4 $23,850 $1,988 $994 $918 $459

5 $27,910 $2,326 $1,163 $1,074 $537

6 $31,970 $2,665 $1,333 $1,230 $615

7 $36,30 $3,003 $1,502 $1,386 $693

8 $40,090 $3,341 $1,671 $1,542 $771

For each additional

family member, add:

+ $4,060 + $339 + $170 + $157 + $79

Free Eligibility Scale Meals, Snacks, and Milk

Income Eligibility Guideline

Household Size Annual Monthly Twice Per Month Every Two Weeks Weekly

1 $21,590 $1,800 $900 $831 $4162 $29,101 $2,426 $1,213 $1,120 $5603 $36,612 $3,051 $1,526 $1,409 $7054 $44,123 $3,677 $1,839 $1,698 $8495 $51,634 $4,303 $2,152 $1,986 $9936 $59,145 $4,929 $2,465 $2,275 $1,1387 $66,656 $5,555 $2,778 $2,564 $1,2828 $74,167 $6,181 $3,091 $2,853 $1,427

For each additional family

member, add:

+ $7,511 + $626 + $313 +$289 + $145

Reduced-Price Eligibility ScaleMeals and Snacks

05 16 07 Theodore Cleaver 05 16 07 Theodore Cleaver 03 13 97 Wa l l y Cleaver 03 13 97 Wa l l y Cleaver

627.07 every 2 weeks627.07 every 2 weeks

Sally Cleaver xSally Cleaver x

June CleaverJune CleaverWard CleaverWard Cleaver

55555555Ward CleaverWard Cleaver

108.19 weekly108.19 weekly

Ward’s income every 2 weeks = $627.07x26 = $16,303.82June’s weekly income = $108.09x52 = $5,620.68

$21,929.70Or a total of $21,930

Free Eligibility

Household Size

Annual Monthly Twice Per Month Every Two Weeks Weekly

1 $11,670 $973 $487 $449 $2252 $15,270 $1,311 $656 $605 $3033 $19,790 $1,650 $825 $762 $3814 $23,850 $1,988 $994 $918 $4595 $27,910 $2,326 $1,163 $1,074 $5376 $31,970 $2,665 $1,333 $1,230 $6157 $36,30 $3,003 $1,502 $1,386 $6938 $40,090 $3,341 $1,671 $1,542 $771

For each additional

family member, add:

+ $4,060 + $339 + $170 + $157 + $79

Food Services Responsibility

When processing applications• Complete the “For Office Use Only” section• Date rec’d in the cafeteria• Enter HS = Household Size• Enter H INC = Household Income/QQ/FC• Check IEG under Household size, annual column• Eligibility = F (Free), R (Reduce), or NE (Non-Eligible)

• Fill appropriate circle to denote eligibility

• Reviewer = your initials• Date = Date processed• Code Roster • Batch and send to Central Office

Managers and Seniors Responsibility

Batching Applications

• Check application for completion or it was processed• Batch applications in groups, maximum of 50 (note: do not wait

until you have 50) • Batch packing slips & Batch logs are mailed to every school from

the Meal Compliance Unit• Mail application packets to Central Office daily • Complete Meal Application Packing Slip - Pink (main site)

Green (off site) • Complete Batch Control Log , this is not an option • DO NOT SEND THIS LOG OR COPY TO CENTRAL OFFICE• To order or reorder your packing slips & logs call 213. 241.3185

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New This Year

MISIS – My integrated Student information System• Managers and/or Sr. FSW will need to complete the MISIS

Access Request Form (Form #: ITD-SEC-FORM-102B)

Benefits of MISIS• Only one student enrolled in LAUSD District• Once student is enrolled in your school, MISIS will

automatically release student from the previous school

• Managers will be able to print an alphabetical rosters to be filed daily

• Managers will be able to print class roster for BIC

MISIS System Form

Any Questions?

Thank you