Student Meal Applications

Schools that participate in School Nutrition Programs accept Applications for Educational Benefits for free and reduced-price school meal benefits at any time. Approval is based on comparison of the household’s income to current U.S. Department of Agriculture (USDA) household income guidelines. Schools send Applications for Educational Benefits to the households of all enrolled students at the beginning of each school year.

Households that have already been approved for the following public assistance programs are not required to but can complete an Application for Educational Benefits using case number(s) instead of household income information:

  • Supplemental Nutrition Assistance Program (SNAP)
  • Minnesota Family Investment Program (MFIP)
  • Food Distribution Program on Indian Reservations (FDPIR)
Children approved for these programs may be directly certified for free school meals, based on data supplied to the Minnesota Department of Education (MDE) by the Minnesota Department of Human Services (DHS). Visit the Direct Certification webpage for additional information.

Free and Reduced-price Calculator (ICAVES Web)
This web-based tool assists School Food Authorities in determining whether free and reduced-price applications based on income meet eligibility criteria. Income guidelines are updated annually.  

Distributing Applications

Approving Applications

  • Procedures for Approval/Denial of Application for Educational Benefits  - 8/1/23
    A step-by-step guide for use by school staff responsible for approval/denial of applications.
  • 2023-24 Household Income Guidelines  - 6/20/23
    These household income guidelines are effective July 1, 2023 - June 30, 2024.
  • - 12/7/20
    This page describes the option to establish the effective date of eligibility for meal benefits back to the application receipt date.
  • - 8/6/18
    Guidelines to identify eligible Supplemental Nutrition Assistance Program (SNAP), Minnesota Family Investment Program (MFIP) and the Food Distribution Program on Indian Reservations (FDPIR) case numbers used to apply for School Nutrition Programs meal benefits.

Special Eligibility Circumstances

  • Resident Income Policy  - 11/20/23
    Form for documenting School Nutrition Programs eligibility for children at a residential child care institution (RCCI).
  • - 8/14/23
    Detailed instructions and requirements for uncommon circumstances that may allow a school official to complete an Application for Educational Benefits on behalf of a household.
  • - 2/3/20

Template Letters and Forms

  • School Meal Eligibility Expiring Notice   pdf iconPDF  - 9/12/23
    This template notification can be sent to households where prior year meal benefits have been carried over and will expire unless a new application is received by the School Food Authority.
  • Confidentiality Waiver  - 8/1/23
    This form allows households to grant permission for a School Food Authority to share free and reduced-price eligibility with specific programs.
  • Application for Educational Benefits Notification of Results  - 7/7/23
    Use this template letter to notify households of the results after processing their Applications for Educational Benefits.
  • Local Education Agency Free and Reduced-price Meals Fair Hearing Procedure Template  - 1/21/22
    Households that disagree with the meal benefit determination made on an Application for Educational Benefits or as a result of the verification process have a right to appeal the benefit determination decision. The Local Education Agency must have a Fair Hearing Procedure in place. This template procedure may be used to develop a local hearing procedure for Free and Reduced-price meal determination appeals.
  • Free and Reduced-price Meals Fair Hearing Procedure for Households  - 1/21/22
    This template form describes the procedure for household to request a Fair Hearing when they disagree with the meal benefit determination made by the school. This procedure should be made available to households.
  • Household Free and Reduced-price Meals Appeal Request Template  - 1/21/22
    Use this template form for households to request an appeal of a meal benefit determination for children in their household through either an Appeals Conference or Fair Hearing.
  • Disclosure Agreement  - 6/1/17
    This form must be completed for staff outside of the School Food Authority that have access to confidential free, reduced-price student eligibility information.

Recordkeeping

  • - 6/29/20
    Use the tools in this document to update your School Nutrition Program policy statement and check your online application system for compliance before you begin to accept applications electronically. Print the Content Checklist for Online Applications to get started.
  • Maintaining a Manual Benefit Issuance Document  - 10/21/19
    Instructions for maintaining a manual benefit issuance document (eligibility roster) for schools who do not use a computerized benefit issuance system. Create your own eligibility roster using the Template Eligibility Rosters
  •  pdf iconPDF  - 10/21/19
    Recommendations for organizing Applications for Educational Benefits.
  • - 8/2/18

Translated Documents