Sponsor approval and participation The permanent agreement and any applicable attachments must be maintained as well as any records pertaining to program participation approval. SFA’s must complete an online application in order to be approved to participate in the SMP. An online renewal application is completed on an annual basis in order to continue participation. The information in the online application will be saved and accessible to SFA’s after the end of the program year. Records Retention/Submission Frequency Due Date/s Required for AR Permanent Upon approval Approval by agreement December 31st Permanent Annually submitted to the or June 30th. Agreement SA. Annual renewal Policy Statement Policy Statement by June 30th. and any applicable and online attachments Online application is submitted application through CNIPS. Independent Review of Applications As part of an effort to decrease certification error during the eligibility determination process, section 304 of the HHFKA requires that certain local education agencies (LEAs) conduct a second, independent review of applications for free and reduced price meal benefits before eligibility determinations are made. LEAs that demonstrate high levels of, or a high risk for administrative error associated with certification and benefit issuance are required to conduct a second review of applications. Criteria 1: All LEAs with 10 percent or more of the certification /benefit issuances in error as determined by the State agency during an administrative review. Criteria 2: LEAs with greater than or equal to 5% benefit issuance errors and less than 10% benefit issuance errors as determined by the State agency during an administrative review. Records Retention/Submission Frequency Due Date/s All applications, 3 years plus Annually until SFA will be free, reduced, paid, current year State Agency notified they denied as of determines via must do an October 31st. Administrative Independent Review that Review by July Documentation the 1st. and notes included with applications if Report Form 874 further information errors fall due to State was necessary to below 5%. Agency by complete the November 15th. application.
Sponsor approval and participation The permanent agreement and any applicable attachments must be maintained as well as any records pertaining to program participation approval. SFA’s must complete an online application in order to be approved to participate in the SMP. An online renewal application is completed on an annual basis in order to continue participation. The information in the online application will be saved and accessible to SFA’s after the end of the program year. Records Required for AR Permanent Agreement Policy Statement and any applicable attachments Online application Retention/Submission Permanent agreement submitted to the SA. Policy Statement and online application is submitted through CNIPS. Frequency Upon approval Annually Due Date/s Approval by December 31st or June 30th. Annual renewal by June 30th. Independent Review of Applications As part of an effort to decrease certification error during the eligibility determination process, section 304 of the HHFKA requires that certain local education agencies (LEAs) conduct a second, independent review of applications for free and reduced price meal benefits before eligibility determinations are made. LEAs that demonstrate high levels of, or a high risk for administrative error associated with certification and benefit issuance are required to conduct a second review of applications. Criteria 1: All LEAs with 10 percent or more of the certification /benefit issuances in error as determined by the State agency during an administrative review. Criteria 2: LEAs with greater than or equal to 5% benefit issuance errors and less than 10% benefit issuance errors as determined by the State agency during an administrative review. Records All applications, free, reduced, paid, denied as of October 31st. Documentation and notes included with applications if further information was necessary to complete the application. Retention/Submission 3 years plus current year Frequency Annually until State Agency determines via Administrative Review that the errors fall below 5%. Due Date/s SFA will be notified they must do an Independent Review by July 1st. Report Form 874 due to State Agency by November 15th.
SCN%20Record%20Keeping%20Requirements%202016.docx