Claiming in the School Meal Programs Hydie Kidd Fiscal Supervisor - - PDF document
Claiming in the School Meal Programs Hydie Kidd Fiscal Supervisor OSPI Child Nutrition Services Thank you for joining us for this recorded training on claiming in the School Meals Programs. My name is Hydie Kidd, and I am the Fiscal Supervisor
Hydie Kidd Fiscal Supervisor OSPI Child Nutrition Services Thank you for joining us for this recorded training on claiming in the School Meals
Nutrition Programs in WA. 1
We are presenting this training module to provide sponsors with useful tools to help with questions and procedures they have for filing a successful claim.
rate, state co pay, etc.)
Run month end data report to check for default entity, accuclaim reports, and building count data, physical counts to reported counts.
entering new enrollment data field
Status etc.
how to file claim in the event you are not able to. Make a habit of filing claim by (lets say) the 10th of the following month. Put it on calendar as apt to set time aside to do that.
requesting pay exception. Downward revisions always allowed. Explain process for pay exception. What is needed in the formal letter? Two points we look for, A corrective plan of action CAP, what steps have you taken to ensure late claiming will 2
not continue to be a problem and that your business/district fully understands that a 1 in 36 late claim pay exception is only allowed one time for 36 consecutive months. Late claim pay exceptions are by programs as well.
reviewed to remove from error status. You will want to plan to get this done before the deadline for claiming, specialists may or may not always be available to approve. Plan ahead.
this feature! 2
Gather your documents Set a time on your calendar Compare claim totals to prior months and years
What you need before you are ready to input claim! All Point of Sale and/or Financial Reports with accurate and correct data for the month being claimed. Set a time on your calendar to be able to take your time and complete the claim without interruptions. Compare claim totals to prior months and years for any discrepancies. Always, preview errors on claim and proceed to calculate! 3
Always preview errors Trouble shoot any problems, click on preview errors! Contact OSPI for questions
Always preview errors. Wins is very intuitive with identifying what part of the claim is in error status. This will allow you to trouble shoot the claim without assistance. Trouble shoot any problems, click on preview errors! Contact OSPI for questions. 4
To be paid in the same month, submit your claims Make sure to complete any changes by 5pm! WINS automatically logs you out of the system, claims that are not completed may not process for payment.
weekend or holiday)
Remember the 15th of the month by 5:00 PM PST, is the deadline for be paid in the same month. Remember if you are in WINS inputting data into a claim and you are not finished by 5:00, the system will kick you out of the program and only the parts of the claim that are in ok to pay will process. Please plan accordingly. 5
WINS claim edit checks …..
paid categories
October building data eligibility numbers or enrollment updated entered
Wins is a system that has edit checks incorporated into the system to edit check
that you entered with your October claim. If you are receiving an “error message” on your claim, remember to click on the “preview errors” field to generate message that needs your attention. Wins also ties site calendars to number of operating days claimed for the site. If calendar does not match operating days reported for that month, the claim will go into error status. Remember, if in error, click on “Preview Errors” at bottom of claim page. 6
Local Education Agency’s (LEAs) are responsible for:
Generates accurate and correct data to be used for reimbursement claiming Meal Counts, Eligibility Data and Operating Days Consolidates meal counts and types by category correctly Has accurate and useful reports to promote financial stability
free, reduced‐price and paid meals may be claimed for reimbursement
system which consistently yields correct claims
Index 7
Let’s take a look at Severe Need Breakfast 8
Schools where 40% or more of the lunches served to students at that school in the second preceding school year were served free or at a reduced-price.
Severe Need Breakfast Schools where 40% or more of the lunches served to students at that school in the second preceding school year were served at free or reduced‐price. 9
Let’s take a look at lunch 10
Lunches served by sponsors in which less than 60% of the lunches served in the school Lunch program during the second preceding school year were served free or at a reduced-price.
Lunch (less than 60%) Lunches served by sponsors in which less than 60% of the lunches served in the school Lunch program during the second preceding school year were served free or at a reduced‐price. 11
Lunches served in which 60% or more of the lunches served during the second preceding school year were served free or at a reduced price.
Lunch (more than 60%) Lunches served in which 60% or more of the lunches served during the second preceding school year were served free or at a reduced price. 12
Performance based reimbursement is for… 13
Washington state legislation appropriated funds to support public school meals. The .17 cents is paid to sponsors for all free and reduced bk meals served in the month. This is a specific pot of state money and is monitored throughout the year. The rate can be increased or decreased depending on bk meal counts. Discuss how assistance for breakfast rate may change 14
Data to determine rates entered on the site application
October Building Data is entered in the October claim and based on the number of approved free, reduced and paid eligible students enrolled and have access to meals in the school. This data is used as an edit check throughout the program year. 15
Often Oct. Building data is not accurate as the year goes on, so if you need to update your enrollment due to student enrollment changes, for Nov Through Sept you can update enrollment by clicking on the add new enrollment data field. This allows the edit check to look at the new enrollment data to edit check the claim. We realize the OBD is a snippet in time and is not always up to date. 16
Revisions need to be created, submitted and approved by specialist before claim can be paid. Make changes to multiple months so that it minimizes the number of changes that you need to make. Information completed during program application informs claims! Reimbursement categories: Severe Need Breakfast Above/Below 60% Lunch Calendars Part of the application process, which means that any revisions need to be created, submitted and approved by specialist before claim can be paid. Make changes to multiple months so that it minimizes the number of changes that you have to make. Example: you know that in February you had 4 snow days and to make them up your LEA is now going to school one more day in April, one more day in May and 2 more days in June. Make all changes at once. Don’t wait if information is available! 17
https://www.k12.wa.us/sites/default/files /public/childnutrition/programs/nslbp/p ubdocs/claimsreferencesheet.pdf
Claims are filed in WINS
You can find the Filing claims reference sheet on the Fiscal webpage: https://www.k12.wa.us/sites/default/files/public/childnutrition/programs/nslbp/pub docs/claimsreferencesheet.pdf 18
Total of meal counts taken daily at the point of service by eligibility type, for each school / site Operating days (include only the number of days meals were served for the claim period)
Be sure to run appropriate reports to clean up reporting data first. Run month end reports from whatever system you use to generate data that you input into wins. Example: Skyward has a default cafeteria report and that looks for any students that are incorrectly reported at the default school based of graduation year. This report fixes those errors before running month end reports. Also inactive student report (Accuclaim). 19
To add a claim month in Wins, use the drop down box to view the months, choose the month by highlighting it and then click the add button. This will generate the claim for data entry. 20
GREY= Data not entered / Claim not started 21
This is a generated claim with open fields for data entry. 22
Where fiscal looks for notes to over ride claim error. Information needed is current (for the claim month) the number of eligible for Free, Reduced and Paid students. A good example is slide 27. CLICK to zoom on History 23
WINS edit checks operating days to number of eligible students by category X the number of operating days and it cannot exceed total meals claimed. If this happens the claim will go into error status. 24
Revise Calendar Submit Calendar Specialist must re-approve THEN enter claim data Plan ahead!!!
25
26
It is very important to not share passwords. The person logged in should be the person submitting the claim and attesting to the information submitted. 27
These yellow warnings are just reminders for you to double check the data. It does not put the claim in error status, so you can move on if all is good. 28
This is an edit check error and must be corrected for claim to process. 29
Remember to click the Proceed to Calculation Summary 30
On the training page, there is a link to this document, we recommend using it as a guide. 31
https://www.k12.wa.us/sites/default/files /public/childnutrition/programs/nslbp/p ubdocs/claimsreferencesheet.pdf
You can find the Filing claims reference sheet on the Fiscal webpage: https://www.k12.wa.us/sites/default/files/public/childnutrition/programs/nslbp/pub docs/claimsreferencesheet.pdf 32
claim month
file your claim on the next business day
Claims must be filed within 60 days after the last day of the claim month. If claims are past this deadline date, WINS will put the claim into error status and it will not process for payment. The only way to get the claim processed is to request and be approved for a late claim pay exception. 33
Updated for 20‐21 program year. 34
Example Sue from American School District (ASD) correctly enters all the October claim data on November 12
2
Example Sue from American School District (ASD) correctly enters all the October claim data
35
Green: OK to pay! Entered by the 15 of the following month- processed and paid that month.
2
Green: OK to pay! Entered by the 15th of the following month, processed and paid that month. ASD receives funds for the October claim in November’s apportionment (last business day of the month). 36
Example Sue gets busy and forgets to enter ASDs October claim data. She enters the claim data on November 19
2
Example Sue gets busy and forgets to enter ASDs October claim data. She enters the claim data
37
Green: OK to pay! ASD receives October claim funds in December’s apportionment
2
Green: OK to pay! ASD receives October claim funds in December’s apportionment 38
Sue gets interrupted while entering ASDs October claim data on November 12. She enters the data for the elementary school but gets interrupted while entering the middle/high school data.
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Sue gets interrupted while entering ASDs October claim data on November 12. She enters the data for the elementary school but gets interrupted while entering the middle/high school data. 39
Sue gets interrupted while entering ASDs October claim data on November 12. She enters the data for the elementary school but gets interrupted while entering the middle/high school data.
1 1
Sue gets interrupted while entering ASDs October claim data on November 12. She enters the data for the elementary school but gets interrupted while entering the middle/high school data. 40
Sue goes on vacation and totally forgets about entering ASDs October claim data She remembers on January 6. Sue logs in to WINS and enters the data.
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Sue goes on vacation and totally forgets about entering ASDs October claim data She remembers on January 6. Sue logs in to WINS and enters the data. 41
Sue goes on vacation and totally forgets about entering ASDs October claim data She remembers on January 6. Sue logs in to WINS and enters the data.
1 1
Sue goes on vacation and totally forgets about entering ASDs October claim data She remembers on January 6. Sue logs in to WINS and enters the data. 42
Past 60 Day Deadline!
1 1
Red: Error Past 60 Day Deadline! 43
A revision made to claim data that results in the total sponsor claim amount increasing Allowed when made within 60 days after the last day
Upward Claim Revision A revision made to claim data that results in the total sponsor claim amount increasing Allowed when made within 60 days after the last day of that claim month 44
A revision made to claim data that results in the total sponsor claim amount decreasing Allowed at anytime
Downward Claim Revision A revision made to claim data that results in the total sponsor claim amount decreasing Allowed at anytime 45
Retain all documentation to support claim revisions!! 46
following circumstances:
during a 36-month period
Circumstances beyond control: Includes circumstances such as fire or flood
Requests for a Late Claim Exception
and/or USDA
circumstances: 1 in 36: Sponsors are eligible to be considered for a late claim exception 1 time during a 36 month period Circumstances beyond control: Includes circumstances such as fire or flood 47
Weekly CNS updates go out at the beginning of each week. If you are not signed up for these already, please ensure your information is up‐to‐date in WINS and you will be on our mandatory list. All of our updates are posted to the NSLP Communications and Updates webpage IF you are not in WINS, you can always sign up for our non‐mandatory list by using the link on the right hand of the screen. Then information is typically the same. 48
Claiming in the School Meals Programs
Date: ________________ Key Areas: 3000 – Administration
3310 – Meal Counting, Claiming, Managing Funds 1 hour
Professional Standards Credit Form - Please keep a copy or add it to your record to track them. 49
Please email your Program Specialist. We are always willing to help and answer questions!
https://www.k12.wa.us/policy-funding/child- nutrition/child-nutrition-contacts
https://www.k12.wa.us/policy‐funding/child‐nutrition/child‐nutrition‐contacts THANK YOU for your time & attention during this presentation! We sincerely appreciate your “flexibility in learning” during this pandemic. 50
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