Action on Screen Narration Title Slide Welcome to the CACFP - - PDF document

Action on Screen Narration Title Slide Welcome to the CACFP Training – Confidential Income Statements – Adult Day Care Program Sponsors presented by the Oregon Department of Education, Child Nutrition Programs. This training will focus on Confidential Income Statements for Adult Day Care Programs Objectives Slide The Objectives for this training are to: (CLICK) Review the purpose of the Confidential Income Statements and how it pertains to your adult day care program. (CLICK) Review the different types of eligibility, (CLICK) Assisting participants in completing a CIS; (CLICK) Reviewing a submitted CIS form for completeness; (CLICK) How to Approve a CIS (CLICK) Review common errors that (CLICK) result in fiscal action and (CLICK) result in an administrative review findings. CACFP Policy & Procedure Manual (PPT SLIDE) This session is an overview of the CACFP Policy and Procedure Manual for Center Based Sponsors, Chapter 3, titled “Eligibility Determination” and Chapter 21 titled “Adult Day Care”, Section B: Eligibility Criteria, Confidential Income Statements for Adult Participants. The link to the Manual is located on the slides titled “Resources”, which at the end of this presentation. Confidential Income Statements (PPT Slide) The Confidential Income Statement is a tool for sponsors to use when determining eligibility. Participants can fall into three different eligibility categories, Free, Reduced Price or Above Scale. (CLICK) From the determination of the Eligibility Category of each participant, the sponsor creates a Unique Reimbursement rate for the sponsor. Please note: if the sponsor has multiple sites, each site will have its own unique reimbursement rate based on the enrolled participants determined eligibility. Key Documents PPT Slide There are four key items that are needed when working with Confidential Income Statements. The current confidential income statement, instructions for completing the CACFP CIS, Current Letter to the Household and Current Federal Income Eligibility Guidelines Adult Confidential Income Statement The Confidential Income Statement is a 2 page document. Page 1 includes the application that participants or

guardians will complete, and sponsors will approve in the Sponsor Use Only Section. Page 2 includes information regarding determining monthly income, the federal income guidelines, privacy statement and the non-discrimination statement. Instructions for Completing The CACFP CIS The Instructions for Completing the CACFP CIS is a document that includes the instructions for the participant or guardian on how to properly complete the CIS based on categorical eligibility and for all other

• households. It also includes an explanation of the

Privacy Act Statement and the Non-discrimination statement. Letter to the Household The Letter to the household is a fillable document that explains to the participants or guardian about the Confidential Income Statements and who to contact if they need more information in how to fill out the form, or if they have questions about CACFP. Income Eligibility Guidelines ODE CNP recommends that the sponsor print out the current income eligibility guidelines provided to them. This ensures that the sponsor has the most current and up to date guidelines and can easily access the document when approving CIS applications. Where Can I find the CIS and Other Documents Needed (PPT SLIDE) Sponsors can find Confidential Income Statements, Instructions for Completing the CACFP CIS, Letter the Household and Federal Income Eligibility Guidelines in the following locations:

• (CLICK) The Oregon Department of Education’s Child &

Adult Care Food Program or CACFP’s public website.

• (CLICK) Annual Memo sent on or prior to July 1 to the

listed food program coordinator in CNPweb

• (CLICK) ODE CNP Policy & Procedure Manual for Center

Based Sponsor’s Chapter 3 Eligibility Determinations and Chapter 21, Adult Day Care.

• (CLICK) ODE CNP has the documents available in

English, Spanish Chinese, Russian, and Vietnamese, on the ODE CACFP public website,

• (CLICK) for all other translations, please visit the

USDA’s Food and Nutrition Services Website. For links to these resources, please see the slide titled “Resources” at the end of this presentation.

Distributing Confidential Income Statements Sponsors that claim one or more participants in the Free

• r Reduced-Price categories, must follow the following

steps: 1) Distribute CIS and the Letter to the Households together to all participants at the time of enrollment and annually. …For annual renewal, sponsors may determine the schedule for distributing the NEW CIS and letters to Households that best suits their operation. (CLICK) 2) Distribution of the new form sometime during the period of July – September each year may help ensure that a Sponsor has the maximum number

• f CIS returned by participant or guardians to

allow Sponsor eligibility and approval by October

• 31. (CLICK)

Enrollment (PPT SLIDE) Enrollment in a center or participation in CACFP cannot be contingent upon the participant or guardian completing the CIS. Sponsors are not required to have a CIS for every participant and a participant cannot be required to submit a CIS. Eligibility Types (PPT Slide) There are two different ways to determine the eligibility when reviewing a completed Confidential Income

• Statement. (CLICK) Categorical Eligibility is determined

when a participant or guardian provides a case number for SNAP, Supplemental Security Income (SSI), Medicaid – Oregon Health Plan, or an indication the household receives Food Distribution Program on Indian Reservations (FDPIR) benefits. (CLICK) Income Eligibility is determined when the household income has been provided by the participant or guardian for each individual in the home and the current federal income

• guidelines. (CLICK) Please note: Only the income of the

participant, the participants spouse and dependent children who reside with the participant must be included. Exceptions to Using a CIS In lieu of a current, signed CIS form, the Sponsor may establish the adult participant’s categorical Free- eligibility based on information documented on the participant’s center enrollment form when the following condition is met:

A legitimate benefit number from the programs listed in the categorical eligibility list must be documented on the enrollment form and the enrollment form must be dated and signed by the participant or the participant’s guardian. Assisting Participants in Completing a CIS When requesting participants to complete Confidential Income Statements, it is beneficial to discuss the areas that are required for the participant to complete. Adult CIS form – Highlight the Part 1 Box When completing the CIS, the participant or the participant’s guardian will complete Part 1, Participant Information for the Adult enrolled in the center. If the participant does not have an income, they will check the box “Check if No Income.” Highlight Benefits If the enrolled participant receives SNAP, FDPIR, SSI or Medicaid, section 2 will be completed. The participant or participant’s guardian will need to include the name and the Case Number of the benefit received. Case Number Reminder (PPT Slide) Here are some reminders about case numbers listed in part 2 of the application. An acceptable SNAP case number are 8 numbers and one letter, or nine numbers

• r a letter with numbers and in the last section a letter

with numbers. (CLICK) A check mark in the FDPIR box is an indication of the household participating in FDPIR. (CLICK) If an acceptable case number is listed, you do not look at the household income. The household is automatically free. Highlight Household Members & Gross Monthly Income If the participant does not receive benefits, the participant or participant’s guardian will complete section 3: Household Members and Gross Monthly

• Income. List only the participant, spouse, and dependent

children of the participant. Document the income per household member listed. If the participant or household members listed do not have an income, they will check Column 6, No income. Highlight Section 4 The participant or the participant’s guardian will then complete section 4, by signing, dating and listing the last 4 of the signer’s social security number. If the signer does not have a social security number, they will need to check the box to the right, which states “I do not have a social security number.” Highlight Section 5 Section 5 is optional for participants to complete. This is not a required section. Review CIS for Completeness (PPT Slide) Now we will review confidential income statements for completeness.

Incomplete CIS (PPT Slide) If a participant returns a confidential income statement that is not complete, the form may be returned to the participant or participant’s guardian for completion. An incomplete confidential income statement is automatically determined as Above Scale. Reviewing for completeness: Categorical Eligibility (PPT Slide) First, we will review a returned CIS using categorical eligibility. Highlight Sections 1, 2, 4 For a participant receiving SNAP, FDPIR, SSI, Medicaid/Oregon Health Plan, the participant will have completed sections 1, 2 and 4. If a participant completes section 3, it does not have to be reviewed. When reviewing for completion, ensure that the case number is listed. Reviewing for Completeness: Income Based Eligibility Now, we will review a returned CIS using income based eligibility Highlight sections 1, 3, 4 For participants who do not receive benefits, sections 1, 3, and 4 will be completed. Reminder: if a dependent listed in section 3 does not receive an income, column 6 must be checked, or the participant or guardian writes 0 in Section 3 for monthly income. “Zero” Income When a household submits a CIS with “zero” income entered in Section 3 and does not provide a current SNAP , SSI, Medicaid- Oregon Health Plan case number or an indication that the household receives FDPIR benefits, sponsors may approve the CIS in the Free Category. Like all complete income applications, zero income applications are valid for 12 months from the date the Sponsor’s Eligibility Official signs and dates the form. Blank CIS Participants must enter “zero” or mark the box in Section 3 “Check if no income” for all household members listed who do not receive an income. The CIS is considered incomplete if the section is left blank without other categorical eligibility information entered in Section 2. Highlight and zoom into section 5 Section 5, must be signed, dated and the last four of the social security number included or the check box stating that the signer does not have a social security number. Approving Confidential Income Statements (PPT SLIDE) Finally, we will review how to approve a confidential income statement. We will approve both a categorical eligible CIS and an income based CIS. Reminders (PPT Slide) When approving Confidential Income Statements keep in mind: (CLICK) Only complete CIS forms can be approved

as free or reduced-price eligible. If a section is missing pertinent information, than the form is determined as above scale. (CLICK) Sponsor officials may not complete any part of the household section of a CIS for a participant or guardian unless the participant or guardian cannot read or write, has a disability and requires assistance or request or requires Sponsor assistance to complete the CIS for any reason identified by them. (CLICK) Have on hand the current Federal Income Guidelines, for CIS forms that are qualifying based on income. (CLICK) ODE CNP highly recommends the sponsor to have an employee as a 2nd check for all approved CIS forms. Effective Date (PPT) (CLICK) Sponsors have the flexibility concerning the effective date of certification for Program benefits. The date used to make this determination may be either (CLICK) the date the participant or guardian signed the Confidential Income Statement or (CLICK) the date on which the sponsor official signs the Confidential Income Statement to certify eligibility of the participant. (CLICK) The flexibility only applies to eligibility determinations made through the application process of complete applications containing all required information at the time of submission. (CLICK) Sponsors must decide which date they will rely on as the effective date and apply this date to all Confidential Income Statements. PPT Slide Please note, if the date of the adult household member or applicant’s guardian is not within the month of certification or the immediately preceding month, the effective date must be the date of certification. (CLICK) For more information regarding the income eligibility determinations, please refer to the ODE CNP Guidance on Income Eligibility Determinations and Duration – Reissued April 7, 2014. The memo is available on the ODE CNP CACFP website and the CACFP Policy & Procedure Manual for Center Based Sponsors Highlight Sponsor Use Only The sponsor use section of the CIS form is to be completed by the sponsors Determining Official. Once the application has been reviewed for completeness, the Determining Official will then approve the application based on the identified eligibility type. In the Sponsor Use Section of the CIS is where the determining official will make the eligibility

determination. Approving CIS: Categorical Eligibility (PPT Screen) First, let’s look at a CIS that has been completed for Categorical Eligibility. Screen Shot of Completed CIS form – Categorical Eligible Highlight Eligibility, Eligibility based on: SNAP/TANF The determining official has reviewed sections 1, 2, and 4 and has determined that the form is complete. The sponsors determining official will now complete the Sponsor Use Only section. First, they will determine the completed application as free based on the SNAP benefit number that was provided in section 2. Next the determining official will sign and date the form. Screenshot of completed CIS from – Categorical Eligibility approved Approving CIS: Income Based Eligibility (PPT Screen) Next, let’s look at a CIS that has been completed based on income. Screen Shot of Completed CIS form- Income Based The sponsor’s determining official has reviewed the form for completeness and has determined that the form is complete. Screen Shot of Federal Income Guidelines & Income Based Application To approve an application based on income the sponsor’s determining official will use the Federal Income Eligibility Guidelines and the income provided in Section 3 along with the number in the household to determine the eligibility of the participant. Each July the Federal Government sets the Income Eligibility Guidelines for Free, Reduced Price and Above Scale Eligibility. The guidelines are based on household income and household size. Section 3 of CIS From section 3 of the complete Confidential Income Statement, it is determined that there are 3 household members with 2 receiving income and 1 who has no

• income. The total income equals 2000 dollars.

Sponsor Use Only The determining official will document the total household income and the number of household members in the sponsor use section. Highlight household size 3 on both Free and reduced price. Put red square around Free to show that 2000 for family of 3 = Free. With the provided information on the CIS we have determined that the household size is 3 and the total household income is 2000 dollars, therefore, the household qualifies as free. Screenshot of Income Eligibility Check the total monthly income and compare on the income eligibility guidelines to determine if the applicant is counted as free, reduced or above scale. If income is

above the amount in the reduced price meals table, than the income application is approved as above scaled. If the income is at or below the amount in the reduced meals price table, and above the amount in the free meals table than the application is approved for reduced price. If the income amount is at or below the free meals table amount than the application is approved as free. Sponsor Use Only In the sponsor use only section, the determining official will now check the Eligibility as Free, based on Household Income. The determining official will sign and date the approve application. ODE CNP highly recommends the sponsor to have an employee as a 2nd check for all approved CIS forms. Screenshot of complete approved income based CIS form Common Errors that Can Result in Fiscal Action (PPT SLIDE) Updates made to Slide During announced and unannounced administrative reviews, ODE CNP staff will review CIS forms used to create the One Month Enrollment Report (OMER) for completion and accuracy. If errors are found resulting in

• ver-claims, the Sponsor may be required to return funds

to ODE CNP. (CLICK) ODE CNP will classify participants as Above-Scale when the following information is missing from the approved CIS on file: (CLICK) Income information for households not receiving SNAP, SSI, Medicaid, or FDPIR; (CLICK) Last four digits of the Social Security Number of the person signing the CIS, or the Checkmark that the signer does not have a social security number; (CLICK) A valid SNAP, SSI, Medicaid- Oregon Health Plan case number for categorical eligibility; (CLICK) All households members not listed by name on income eligibility CIS forms. However, households may

• r may not include foster children when qualifying by

income; (CLICK) Signature of participant or guardian; (CLICK) Date participant or guardian signed the form. Errors that can result in findings During an administrative review, ODE CNP staff may find

• ther errors that can result in and administrative review

finding: (CLICK) Total income added incorrectly; (CLICK) Number of household members added incorrectly; (CLICK) Using an outdated form, possibly from a previous fiscal year; (CLICK) Free, Reduced-Price,

• r Above-Scale category not checked by Sponsor;

(CLICK) Participant placed in the wrong eligibility category; (CLICK) CIS not approved, signed, and dated by

Sponsor Eligibility Official. Resources 1 Slide On this slide, we have listed some of the resources that have been referenced in the training. Resources 2 Slide On this slide, we have included more resources regarding Confidential Income Statements. Non-discrimination Statement Slide Thank you for participating in Confidential Income Statements for Adult Day Care Sponsors training for the Child and Adult Care Food Program. If you have any questions, please contact your assigned Child Nutrition

• Specialist. We greatly appreciate the work that you do to

fuel Oregon’s future.