If your school starts in September, free and reduced applications/eligibility from 2005-06 can only be used through September 2006.  However, any new applications received prior to September 29th, should be approved immediately and the new eligibility should be used.  Delays in processing new applications, that have been submitted in order to use the prior year's application until the deadline, are not allowed.  Be sure families are notified if there is a change in status (e.g. F→R or R→Pd). A three day notification is reasonable for children/parents to be notified that they need money or more money for their meals.

           If school starts in July or August, new applications are required on the first day of the next month. (e.g. school starts August 15-new applications are due September 1) or the children revert to the paid/full price category.  Prior year applications can only be used until the end of July or August, which is contingent upon when your school year starts.

           If you are a public school starting in September, it is highly recommended that you obtain as many applications as possible before October as this data for the BEDS report is collected and reported to SED (usually the first Wednesday in October.)  The number of applications on that date is used for generating state aid and other aids to the district.  To ensure you meet the deadline you should aggressively remind parents to submit applications prior to October 1, so you have time to review them for eligibility.  Also remember that verification is now based on the number of applications on file October 1, so you will need to obtain that information on October 1.

          Children whose applications have been correctly approved for 2006-07 are eligible for the school year.  This does not apply to those who report zero income. Those applications should be followed up on every 45 days.  Those applications must be changed if the family's income no longer qualifies them for free meals.

          If you are using software to determine/approve eligibility-keep in mind that not all software packages process applications correctly.  The software should not convert all reported income to monthly or annual income.  Conversions to annual income should only occur when there is more than one income frequency reported.  There should be no conversion if only one income frequency is reported.  You also should manually check eligibility determinations to ensure accuracy.

        Auditors are finding errors in the eligibility determinations by software programs.  It is the local education agency's responsibility to ensure applications are correctly approved or denied.

        If you have questions, contact your respective child nutrition representative.