Finding Text
7 C.F.R. § 245.6a requires the District to verify select free and reduced food service applications. The verification process includes selecting a sample of applications and obtaining written documentation regarding income. 7 C.F.R. § 245.6a, paragraph (a)(7) states that sources of information for verification include written evidence, collateral contacts, and systems of records. Written evidence shall be used as the primary source of information for verification. 7 C.F.R. § 245.6(e) further requires that the local educational agency must maintain documentation substantiating eligibility determinations on file for 3 years after the date of the fiscal year to which they pertain, except that if audit findings have not been resolved, the documentation must be maintained as long as required for resolution of the issues raised by the audit.
The District selected six applications for verification. However, the District failed to maintain supporting documentation for the six applications selected for verification.
The School District should review the annual “Ohio Department of Education Office of Nutrition - Verification Instruction Manual” as well as the Federal requirements outlined within 7 C.F.R. § 245.6a. The process for obtaining and maintaining verifications should be performed in accordance with the manual. These procedures will help to verify benefits are being provided correctly as well as help to verify the District is not over or under reimbursed for claimed free and reduced meals.