The Application Entry page provides the ability to manually create new eligibility applications.


TABLE OF CONTENTS


->Go To: Eligibility Management > ELIGIBILITY > Applications > Application Entry


Create an Application

APPLICATION TYPE

Selecting Application Entry from the MealTime menu will start the application creation process by presenting you with the following Application Type selection window:
1. Select an Application Type from the following options:


Family - Income Mixed
Income Eligibility Guidelines are used to determine the eligibility status of an Income Based Application.


SNAP, TANF, FDPIR
Children are eligible for Free meals based on their participation in Federal or State programs. When a family is determined to be eligible for one of these programs, they are assigned a SNAP (Supplemental Nutrition Assistance Program, formerly called Food Stamp) or TANF (Temporary Assistance to Needy Families) number or are part of the FDPIR (Food Distribution Program on Indian Reservations) program.


Institutionalized Child
An institutionalized child is one who resides in a residential-type facility. Since an institutionalized child is defined as a family of one, program eligibility for institutionalized children is based on income received by the child; the family's income is not included. If no funds are specifically identified for personal use, income should be listed as “0” and the application will be approved for a full year.


Emancipated Child
A student living alone or as a separate economic unit is a household of one. In some cases, an emancipated child may be living with relatives or friends, none of whom is an adult. If the household is one economic unit, all income and household members must be included to determine eligibility. Age is not a factor in defining an emancipated child. An emancipated child is simultaneously the application signer, and the only household member. No social security number is required for the emancipated child.


Administrative
An Administrative Application is created as the result of request from a school official. It usually happens when a child should be qualified for free or reduced meals, due to household circumstances, but the parent or guardian has not sent in an application.


ADD STUDENTS

2. Click Add a Student to open the Search window and locate the student:
2b. Enter the name of the student in the search field and click Search.


2c. If the student has income that applies to the application, fill in the provided fields and uncheck No Income.


2d. Once the student has been selected, click Save Student to save, Cancel to cancel or Delete to delete the student from the application.


2e. If the student has no record in MealTime, click Create a New Student. 
2f. Enter the student's information in the required fields.
Note! The Customer ID must match the student's record otherwise duplicate accounts can be created.


2g. If the student provides household income, fill in the provided fields and uncheck No Income.


2h. When complete, click Save Student to save or Cancel to cancel.


(Repeat this process to add additional students in the household to the application.)


2i. Click Find Household Information to locate additional household members and/or household information:
2j. Select a Student to add to the application or Household Contact to add household address information to the application.
Note! Household information must be imported to MealTime in order for this function to work. Customers, students or adults, must have the same address and phone number to be matched to the same Household.


2k. Click Save to add the information or Cancel to cancel.


OTHER BENEFITS

3. Check the appropriate boxes to select any Other Benefits that apply to the student.
Note! Other Benefits must be added to the Other Benefits page in mPower before they can be selected here.


ADD HOUSEHOLD MEMBERS

4. Click Add a Household Member to open the Enter a Household Member window:
Note! Other household members may be parents or other people living in the household whether or not they are related. Be sure to list ALL occupants of the household to ensure an accurate determination of eligibility.


4b. Enter First, Middle and Last name.


4c. Enter all income in the provided fields, select How Often those earnings are accrued and uncheck No Income.
If the Household Member does not have income, leave the income fields blank and No Income checked.


4d. Click Save Person to add them to the application, Cancel to cancel or Delete to delete them from the application.


(Repeat this process to add additional Household Members to the application.)


5. When all household members have been added, enter the number of Total Household Members (Children and adults) in the provided field. 


QUICK ENTRY (OPTIONAL)

Optional: Enable Quick Entry, if your state guidelines allow, to override program calculations and use entered totals instead to determine eligibility. 


-> Enter the Household Count, Income Amount and select the Income Period.


SIGNATURE AND SOCIAL SECURITY NUMBER

6. Enter all of the Name, Address, Phone and Email information for the individual submitting the application.
Note! To send Eligibility Letters via email, the Email Address field must be filled out.


7. Enter the last four digits of the Social Security Number of the individual submitting the application, Or, click No Social Security Number if that information is not submitted.


8. Select the Application and Communication Language that applies.
Options are: English or Spanish.


9. If the application has been signed, indicate this by checking Application is Signed. 


10. Enter a Submitted Date if the date if different from the entry date.
The Submitted Date defaults to the date the application is entered.
Note! It is our expectation that if the submitted date is changed to a date prior to the application entry date, all previously entered transactions will be voided and re-served at the correct eligibility.


STUDENT RACIAL AND ETHNIC GROUP (OPTIONAL)

Optional: Select one or more Racial Identities and/or Ethnic Identities that apply to the applicant.


NOTES

11. Enter a District Record Number, if applicable.


12. Add any Notes pertinent to the application.


SAVING

13. Click Save App Progress to save the application but leave it undetermined, otherwise, click Process Application to determine the application and queue letters for emailing or printing.
-> OR, Click Cancel to cancel the application without saving it. 


EDIT / QUEUE NEW LETTERS

To make changes to, or queue a new letter for a processed application, locate the application on the Determined tab of the Application List and click on it to open it. Select the Application tab to view the application and scroll to the bottom.

Click Edit to edit the application or Queue New Letter to generate new letter(s).
Note! Using Queue New Letter will remove any currently queued letters for this application from the Letter Queue.