Counting and Claiming - Schoolwires

Counting and Claiming 2013-2014

Objectives

In this training you will learn:

�  The different types of collection procedures

�  What is a medium of exchange

�  The coding methods for the mediums of exchange

�  To identify and understand the various types of rosters used for issuance of mediums of exchange

�  The importance of an Accuclaim Review (February Checklist)

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Terms and Definitions

Medium of Exchange (MOE) – is Co-Pay collected or any

type of ID, PIN, name or number that is issued to students for obtaining a meal

Meal Eligibility – is the eligibility status (free, reduced-price or full price/paid/non-eligible) of a student

No Charge – no co-payment is required for reduced or full

priced eligible students. Students regardless of their eligibility eat without paying a co-pay

Alternate Meal – is non-reimbursable meal provided to full/

paid/ price or non-eligible students who do not have money to purchase a meal at lunch

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Terms and Definitions cont…

Roster – is a list of all students in a school or classroom. It may

or may not contain meal eligibility codes. Checklist – is a roster, it is utilized at the point of service to

account for meals served in a program when 1. if the CMS System goes down, 2. for off-site programs, 3. Intersession and 4. BIC

Verification – is a confirmation of eligibility for free and reduced price meal under the NSLP and SBP

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Acronyms

BOH – Back of the House (CMS)

CMS – Cafeteria Management System

FSM – Food Service Manager

FOH – Front of the House (CMS)

FY – Fiscal Year NSLP – National School Lunch Program

POS – Point of Service/ Point of Sale

SBP – School Breakfast Program

SY – School Year

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Collection Procedures & Mediums of Exchange

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Collection Procedures

Pricing School*

Provision 2 Base Year School*

Provision 2 2+ Years School*

Mediums of

Exchange

CMS-FOH POS or

Cash or

Checklist

CMS-FOH POS or

Checklist

Meal Cards or

CMS-FOH POS or

Checklist

*Starts at the beginning of the current school year

Pricing Schools

�  SY 2013-2014 Meal Application is required

�  Requires medium of exchange AT THE POS

�  Collect co-pays from full price (breakfast & lunch) eligible/non-eligible students

�  Collect co-pay from reduced price (lunch only) eligible students

�  Alternate meal (non-reimbursable) is only served to full price students, who do not have money to purchase their lunch

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Pricing Schools Cont… Pricing Schools Utilizing FOH POS

�  Mediums of exchange ( co-payment collected, pin number or student s name) is identified at the POS

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Pricing Schools Cont…

LAUSD Student s Meal Co-Pay Prices:

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Meal Reduced- Price Full Price

Elementary Secondary Elementary Secondary

Breakfast $ 0.30 $ 0.30 $1.00 $ 1.50

Lunch $ 0.40 $ 0.40 $1.50 $ 2.00

Provision 2

Provision 2 is an alternative provision to the traditional requirements for annual determination of eligibility for free and reduced price school meals and daily meal counts by type.

�  No charge for meals regardless of eligibility

�  Reduces application burden to once every 4 years

�  Simplifies meal counting and claiming procedures

�  Schools to receive meal reimbursements based on claiming percentages

�  4-year extensions to Provision 2 are possible when certain conditions are met

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Provision 2- Base Year

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•  85% free and reduced price eligibility is one requirement to qualify for the year 2 (80% free eligibility)

•  All students eat at no charge and co-pay is NOT collected

•  SY 2013-2014 meal application is required

•  Requires medium of exchange AT THE POS

•  NO alternate meal served

Provision 2- Base Year cont…

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Base Year Schools Utilizing Tickets

•  Mediums of exchange are issued to ALL students (free, reduced and full price)

•  Medium of Exchange are counted & claimed by eligibility

Base Year Schools Utilizing FOH POS•  Mediums of exchange (pin number or students name) is

identified at the POS

Provision 2 - Years 2+ �  No current year meal application is required

�  All students eat at No Charge

�  Meals are counted & claimed by total reimbursable meals served each day

�  FS staff must use one of the approved methods (CMS-FOH-POS) for counting the number of students through the POS taking a reimbursable meal each day.

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Non-Reimbursable Meals

ALL SCHOOLS:

�  Regardless of eligibility and claiming procedure, any student who refuses to take a complete reimbursable meal must be charged the adult a la carte price for the items selected.

�  Record the items and money collected on the Student A la Carte Sales and Inventory form.

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CMS-FOH POS Equipment

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Cafeteria Management System

Front of the House-Point of Sale

CMS-FOH-POS

General Guidelines: �  Requires medium of exchange AT THE POS

�  First Name, Last Name (Verbal Identifier at Elementary) �  Pin Number (Secondary)

�  Cashier must verify that the students meal are reimbursable before completing the sale

�  Pricing schools follow the pricing collection procedure

�  Provision 2 schools follow the provisions 2 collection procedure

�  Rosters are required at all schools

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Roster Roster

File rosters with the most current date in the front and follow record retention requirements.

Roster Requirements for FOH-POS

SIS Roster: ●  Pricing and P2-Base Year sites-SIS/ESIS roster must be printed every two

weeks (1st and 15th of the month) through October ● From November through the end of the school year, schools must obtain an

alpha SIS/ESIS roster on the last operating day of the month ●  Provision 2+ Years sites-SIS/ESIS roster must be printed on a monthly basis on

the last operating day of the month Note: Write the date printed on the top of the roster

Update Activity Report/Roster: codes ●  Obtain daily from the main office ●  Update the SIS Roster with new or changed meal eligibility

CMS/SIS Missing Student Roster: �  Print one Roster to be used at each POS terminal

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SIS/ESIS Alpha Roster

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Update Activity Report

ID52-6 Meal Codes Changed Since 09/6/13 09/7/13

Student Birth GrT Meal Pgm

4423 LADY, YOUNG 05/31/93 11A 1__ 09/6/13______

4081 MAN, HANDSOME 10/24/94 10A 1__ _ 09/6/13_________

2118 JOHNSON, ANDREW 1/01/94 05A 2__ _ 09/6/13_________

SCHOOL: ABC ELEMENTARY ID# NAME ROOM MEAL CODE COMMENTS 2118 JOHNSON, ANDREW 8A 2 9/6/13 ___________

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3. Click on Front of the House icon 1. Log In to the FSD website

2. Click on the CMS icon

4. Click on link for the SOP page

5. Click on CMS Missing Roster

How to Retrieve the CMS Student Missing Roster

How to Apply Meals for Students not in CMS

General Instructions: ● Print a CMS/SIS Missing Student Roster for each POS

terminal

● Pricing and Provision 2 Base Year ● Student(s) listed on current ESIS/SIS Roster not in CMS

● Student(s) NOT listed on current ESIS/SIS Roster and CMS

●  Provision 2- 2+ Year

●  Food Service Manager s tasks after the meal service (i.e. how to record the meal)

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Student s on ESIS/SIS Roster not in CMS

Pricing and Provision 2 Base Year Instructions: 1.  Record student s name and date of birth on CMS/SIS Missing Student Roster

2.  Provide the student a reimbursable meal

3.  FSM will verify eligibility on the current ESIS/SIS Roster a.  Record eligibility on missing Roster b.  Record the date and meal (s) served next to the student s name; example 6/22

BL c.  Enter number of students from the roster as a Quantity Sale for each

eligibility in CMS

Note: Pricing School will show a cash shortage

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Student s Not on ESIS/SIS not in CMS

Pricing and Provision 2 Base Year Instructions:

�  Record student s name and date of birth on CMS/SIS Missing Student Roster

�  Provide the student a reimbursable meal

�  FSM will do the following: SIS Roster a.  Record student s name manually on the SIS/ESIS Alpha Roster b.  Verify the enrollment with the school administration c.  Check with meal compliance /CMS help desk for eligibility d.  Record the date and meal (s) served next to the student s name;

example 6/22 BL a.  Attach the list of student names missing from the CMS and SIS through the CMS

Peregrine Ticket process b.  Enter meals

•  If eligibility is obtained enter meals as Quantity Sale by eligibility , •  If eligibility is not obtained, claim as full price

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Provision 2- 2+ Years 1.  A CMS/SIS Missing Student Roster must be available at each

POS terminal

2.  Record student s name and date of birth on CMS/SIS Missing Student Roster

3.  Provide the student a reimbursable meal

4.  Apply the meal as a NO ID Full Pay at the POS

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FSM tasks that must be completed after meal service

•  Verify the enrollment with the school administration

•  Attach the list of student names missing from the CMS and SIS to CMS help desk via through Peregrine Ticket Process

•  Follow up daily until the name appears in the CMS POS

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CMS-FOH-POS Computer Failure In the event of a computer failure the following methods may be used to count reimbursable meals:

1.  Contact CMS help desk to notify them

2.  Follow the SOP issued by the Food Services Division

3.  Make sure that you have an updated ESIS/SIS Alpha Rosters and follow instructions on the SOP

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Checklist ChecklistChecklistChecklist

Checklist

�  School sites will use a checklist as a medium of exchange in some circumstances including, but not limited to:

Off-site meals Field trips Special education classrooms

�  During meal service, a staff member will check off the student s name on the checklist when the student receives a reimbursable meal

�  Return the checklist to the cafeteria after the meal service to record the meal

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Checklist cont…

Checklist include the following:

�  Program name (Youth Services, Beyond the Bell, etc.)

�  Date of meal service (08/14/2013)

�  Names of students: Food service manager will obtain a roster from the program site coordinator on students participating programs

�  Current meal eligibility code (only after the meals have been served)

�  Name of the person serving the reimbursable meals at the point of service (John Doe)

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Checklist cont…

Food Service Manager s responsibilities are as follows: •  The program checklist must be updated with the changes in

the enrollment by adding new enrollees and deleting students who have left the program.

•  The program checklist must be updated with the changes in the meal eligibility status from the UAR and Alpha Roster

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Claiming Meals using a Checklist

Non-POS: �  Claim the number of meals served daily by Counting the number of

checkmarks by meal eligibility category (if applicable)

Pricing-POS: �  Claim students meal under Quantity Sale by free, reduced and full

price eligibility

Provision 2- Base Year-POS: �  Claim students meal under Quantity Sale by free, reduced and full price eligibility

Provision 2- 2+ Years- POS: �  Claim student meals under Quantity Sale in the Full price category

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Accountability

Edit Check and Attendance Factor

Edit Check – accountability process developed to improve accuracy of reimbursement claims by the school district

�  A school or district can never claim more than the free, reduced price, paid or total number of enrolled students

Attendance Factor - is a percentage determined by the State no less than once each school year which accounts for the difference between enrollment and attendance for that School District based upon information submitted in the previous year.

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Edit Check and Attendance Factor cont…

�  A school district will be required to repay any over-claim

�  Regulations require the reimbursement is claimed for only one breakfast and one lunch per eligible student per day

�  A school must have documentation when meal count is higher than the attendance factor

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Accuclaim (February Checklist)

�  Federal regulations require one on-site review by February 1st of each year

�  Area Food Services Supervisors conduct the review

�  45 calendar days from the review date are given to perform any corrective actions necessary

�  School districts are required to provide training for employees on Annual Workshops, New Employee Training, National Registry, Training and Monitoring of follow up trainings as needed

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Unacceptable Meal Counting Systems

� Attendance Count

� Tray or Entrée Count

� Classroom Counts

� Counts taken anywhere other than the POS

� Prepaid meals counted on the day they are paid

� Second meals claimed for reimbursement

� Alternate meals

�  Cash converted to meals

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Early Education Centers (EECs)

Claiming Meals Served at Early Education Center

●  Meals served are entered into CMS on the Daily Entry screen for each meal service

●  Meals claimed must be justified by the attendance on the Daily Sign In sheets

●  Food Services Managers must verify attendance daily 1.  If the number of children signed in on the Daily Sign In sheet does

not confirm the total of meals served, the manager must do the following:

a.  Verify with the Office Manager and EEC Principal that attendance does not match the number of meals served

b.  Ask the EEC Office Manager to require all parents to sign their children in and out of the EEC each day

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Claiming Meals Served at Early Education Center cont…

c.  Food Services Manager/Staff will return the following morning to check the attendance Daily Sign In sheet for parents signatures from the previous day

d.  If the Daily Sign-In sheet still does not verify the number of meals served, the Manager must not claim the meals for any child not signed in on the previous day

e.  When entering meal counts into CMS, the Manager will subtract the number of children without a parent signature on the Daily Sign In sheet from the total number of meals served that are recorded on the EEC Daily Meal Record and claim the difference. (DO NOT MAKE ANY CHANGES TO THE NUMBER OF MEALS SERVED ON THE EEC DAILY MEAL RECORD)

f.  FSM will then list on the note section of the Bank Deposit page the following: v ____# of EEC children were not signed in by the parent and

will not be claimed

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Claiming Meals Served at Early Education Center cont…

�  FSM will enter the following on the Attendance tab of the CMS Daily Entry

1.  Enrollment 2.  Attendance as indicated on the Daily Sign-in

sheets v Food Services staff must count the Daily Sign-in sheet student

sign in daily following lunch service

�  FSM must notify their AFSS when attendance does not verify the number of meals served

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State Preschool

State Preschool Policy

A.  Students enrolled and in attendance at a state preschool shall be provided a breakfast and/ lunch from the base school site

B.  All meals served to children shall be recorded using a checklist or meal roster and the meals claimed within the Daily Entry screen in CMS for the State Preschool program

C.  The current counting and claiming method for the parent site applies to the children enrolled in the State Preschool

Example: If parent school is Provision 2- Sate Preschool is Provision 2

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State Preschool Policy cont…

D.  Children enrolled at a state preschool located at a pricing and provision 2- base year site, must complete a meal application to determine eligibility

E.  Meals served to students are counted and claimed according to meal eligibility

F.  No co-payment is collected regardless of eligibility

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State Preschool Claiming Procedures

A.  FSM must send a copy of the State Preschool roster to the Meal Compliance unit by school mail or by fax 213-241-8464 at the beginning of school year

●  Meal compliance unit will record the eligibility of students on the roster and return the list to the Manager within 1-2 days

B.  Prior to start of service, the Manager must train the teacher/aide and food service staff in the proper Point of Service procedures and follow up

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State Preschool Claiming Procedures cont…

C.  Checklist must be provided and used for every meal service

D.  PRICING SCHOOLS ONLY: Managers must make notes in the comment section of the state preschool CMS banking/deposit tab recording the number of reduced and full price children served at the state preschool and the amount of money short for each day

E.  Checklist/meal rosters must be filed with the current filing procedures

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Questions and

Answers

Questions

Summary

� Different Collection Procedures � Mediums of Exchange (CMS-POS-FOH) � Roster requirements � Accountability �  EEC and State Preschools REMEMBER: Check the FSDiv website daily for

updates on general information regarding counting and claiming procedures

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Training Assessment

Training

References

�  Standard Operating Procedures for: ◦  CMS-POS Front of the House ◦  State Pre-School September 2011

�  EEC Procedural Module August 2011

�  USDA Meal Counting and Claiming Manual April 1991

�  USDA Coordinated Review Effort Procedures Manual, Fiscal Year 2012

�  USDA Eligibility Manual for School Meals, Jan 2008

�  USDA Provision 2 Guidance, Summer 2002

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