Overview |
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Once a household has responded to the Verification Notification letter, you must verify household responses. |
| Warning |
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Once the entire verification process has been completed, a student/household should never be removed from Verification. It is essential to be able to track students selected for verification during audits and from one year to the next. |
| Info |
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Income amounts, income frequencies, SNAP/Tanf case numbers, and Social Security adjustments should be made in the student application. |
From the Home tab, locate and click on Review Verification Households button. You may also access Review Verification Households under Utilities → Verification → Review Verification Households or from the Student Record (Home → Student Lookup → select student → click Verification from the ribbon).
Select a student from the Verification Households window
and click the Review Verification Household button. Larger districts may have separate departments that enter verification information and complete the verification documentation.
Larger districts may want to customize the status view of the processes seen by editing options under the Show button.
In the action tab, locate and click on Show button. Check or uncheck the status options you wish to have appear in the Application Scanning queue tab. You may also want to choose to remember the settings.
Verify the household by completing the worksheet.
If a student no longer qualifies or needs to be removed from verification, click the Remove from Verification button.
Confirm you wish to remove the entire household from verification by clicking Yes
Enter , then enter a comment as to why the student is being removed from verification. Then, click Ok.
Add a New Application - If the household has submitted a new application, click the Add New button under the Application
section in the ribbon.
Enter the application details where necessary and work through the Problems section as you would when completing the Application Review process. When you are done, select Save Changes & Process.
Most household information is already pre-filled from the initial application process.
Adult SSNs Worksheet (Optional) - To make changes to the Adult SSNs Worksheet, you must first click the Edit button at the top of the screen if you have not already done so
.
Name - Enter/edit the name of the household member.
SSN - Enter the social security number (if provided).
SSN Provided - Use the drop-down menu to select the type of provided social security number (Not Provided, Provided, No SSN, Minor).Income Worksheet (Optional) - To make changes to the Income Worksheet, you must first click the Edit button at the top of the screen if you have not already done so.
| title | Evidence Types |
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Additional evidence types can be added in Miscellaneous Setup → Evidence Types.
Description - Enter/edit the income description.
Application Amount - Not editable.
Evidence Type - Use the drop-down menu to select an evidence type ( (none), Agency Records, Collateral Contact (Oral), Collateral Contact (Written), Pay Stub, Unacceptable Evidence, Welfare Agency Award Letter).
Verified Amount - Type or use the drop-down menu to enter the amount submitted for each household member/income source.
Verified Frequency - Use the drop-down menu to choose a frequency ( (missing), Annually, Monthly, Twice per Month, Every two-weeks, Weekly).Verified Household Info Worksheet (Optional) - To make changes to the Verified Household Info Worksheet, you must first click the Edit button at the top of the screen if you have not already done so.
| title | Evidence Types |
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Additional evidence types can be added in Miscellaneous Setup → Evidence Types
.
Total Members - Enter the total members within the household.
Total Income - Not editable.
Case Number - Enter the case number indicated on agency paperwork.
Case Number Evidence Type - Use the drop-down menu to select an agency type ( (none), Agency Records, Collateral Contact (Oral), Collateral Contact (Written), Pay Stub, Unacceptable Evidence, Welfare Agency Award Letter).Linked Students (Optional) - Student eligibility cannot be changed; however, double-clicking on a student in this area will bring up that student's record.
If another student has been incorrectly linked to the primary student chosen for verification, select the incorrect student and click Remove Student at the top of the screen. You must enter a comment
about why the student is being removed from the household.
If a student needs to be added to the household, click the Add Student button at the top of the screen and select the student from the database to add.
Applications (Mandatory) - Double-click on the row to open the Application Response window. Refer to Step 4 for more details.
Supporting Documents (Optional) - Supporting Documents for the student's household verification will be listed here.
To view a supporting document, double-click on a row.
Click Add Document in the Supporting Documents ribbon at the top of the screen to add supporting documents. Follow the same steps as you would for Additional Options from the Ribbon → Student Ribbon
in Adding a New Student.
When adding supporting documents, they must be in an image format (.jpg, .jpeg, .bmp, .png, .tif, .tiff, .gif). Other files types (such as .doc, .docx, .pdf) are not supported.
In the Application Response window, review the primary student's application. Notice at the bottom of the screen, the application is noted as In Verification.
Income amounts, income frequencies, SNAP/TANF/FDPIR case numbers, and Social Security adjustments should be made in the student application.
Click Edit. A warning will appear notifying anyone
attempting to make changes that one or more student linked to the application is in verification status. Changes must not be made to the application without satisfactory evidence. Click Yes to continue editing the application.
Enter a comment as to why the student's application is being edited. Click Ok when you are done.
In the Application Fields section, click Has Supporting Documentation. If a household has submitted some
but not all documentation, use the drop-down menu in the Response Code and select one or more options of which information the household has not yet provided ( (Select All), Missing Adult SSN, Missing Case-Number Evidence, Missing Proof of Income).
Once changes have been made to the application, click Save Changes & Process at the top of the page. If you have chosen to allow grace periods and there is a change in meal benefits, a notification window will appear asking if you would like to provide a grace
period. Click yes if you would like to provide a grace
period; otherwise, click No. The application will close when you are done and return you to the Verification Household window.
Submit for Completion or Mark as Completed.
If you have received no response from a household, do not submit the record for completion or mark the record as completed.
If you are part of a larger district
with different departments for updating and completing the verification process, click the Submit
for Completion button. This marks the record as having verification information submitted for review.
If one person in your
District updates and completes the verification process, click the Mark as Completed
button.
You may choose Declined to Respond if you have communicated with the parent and they decline to respond.
Select how you would like to expire the household benefits.
Expire Now - Expires all benefits for the household immediately.
Expire Normally - Expired all benefits for the household on the established Verification Expiration date.Enter a comment associated with the Benefit Expiration action. Then, click Ok.
Click the X in the Verification Household tab to close.
Notice in the Verification Households window that some households have been Submitted for Completion and others have been Completed if 'Completed' is selected in the Show option. Each process will contain a date stamp and the name of the user who completed the process.
Once you have completed the Verification Households process, print Verification Notification letters. Follow the same procedures you did in the Sample Set Procedures.
Households who successfully submitted all necessary documentation will receive a similar letter as seen below: