Direct Verification is another method that can be used to confirm eligibility for program benefits.  This is a new option available to Local Education Agencies (LEAs) through the State Office of Temporary Disability and Assistance (OTADA) in Albany.  OTADA has partnered with the New York State Education Department to assist LEAs expedite the verification process.  This option was put in the federal law to make it easier for eligible families to retain benefits and is an excellent means to address the non-response rates for households selected for verification.

    It can be used for those three percent selected for verification via the error prone method, the random sample, or the focused sample.  Since the error prone method does not select those with food stamp or TANF numbers, the chances of a computer match may be minimal.  Direct verification is not an opportunity for you to use OTADA to run a computer check for all children in your school.  It is to be used only to check your three percent verification sample.

• OTADA will search their records back to August 1 for verification of eligibility.
• Certain information must be provided to OTADA so they can conduct their computer search.
• As a security measure to ensure the confidentiality  of information, LEAs must enter their password to obtain the official form to be used for the direct verification request.  The form will be available on the Child Nutrition Management System (CNMS).
• The form will require the following information: LEA name, LEA code, LEA contact name, phone number and fax number, first and last name of parent, Social Security number of parent, TANF or food stamp number, the children's first and last names.  The LEA will need to enter each child's date of birth on the form.

    The form will need to be placed on LEA letterhead, signed by the contact person and faxed to Child Nutrition at (518) 473-0018 by close of business November 5, 2007. We will fax the information to OTADA. 

    Click here to obtain the form and directions.

• OTADA will generate a letter back to the contact person for each name submitted. e.g., 20 families = 20 letters.  The letters will indicate the status of the search, such as match found for food stamps or TANF or no match.  If no match was found the verification letter must be sent to the family. If a match is found, verification is completed and the family doesn't need to be contacted.
• Turn around time from OTADA is expected to be from one to three days.

    Local Department of Social Services Offices can perform direct verification, but are not required or set up to do so.  You would need to obtain their fax number and provided them with the same completed form.  I recommend you use the State OTADA Office for direct verification.

    LEAs may opt to use direct verification first before contacting families or may do both simultaneously in order to give families adequate time to respond to verification.

    OTADA will track the number of LEAs requesting direct verification, the number of names submitted to be checked and the number of matches obtained, so we can determine the efficiency of the process.  You are not required to use direct verification.  It is a viable option for LEAs with less than 20 families to be verified.