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Counting and Claiming 2014-2015 BASE YEAR Provided by the LAUSD Food Services Division 07.31.2014. Overview. In this training we will review the counting and claiming process. This will include the following: The different types of collection procedures What is a medium of exchange

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Counting and Claiming 2014-2015

BASE YEAR

Provided by the LAUSD Food Services Division

07.31.2014


Overview
Overview

In this training we will review the counting and

claiming process. This will include the following:

  • 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)


Purpose and benefits
Purpose and Benefits

This training session will provide you with the

knowledge to identify and understand the

requirements for the different counting and

claiming methods used for State and Federal

reimbursement claims for meals served to

students.


Terms and definitions
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

*DOES NOT APPLY TO BASE YEAR SITE*


Terms and definitions cont d
Terms and Definitions cont’d

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


Acronyms
Acronyms

BOH – Back of the House (CMS)

CMS – Cafeteria Management System

FSM – Food Service Manager

FOH – Front of the House (CMS)

FY – Fiscal Year

POS – Point of Service/ Point of Sale

SY – School Year

MISIS -My Integrated Student Information System


Key dates
Key Dates

July 1, 2014- On-line meal application went live

July 10, 2014- Paper meal applications was sent to

families via mail

July 29, 2014- Paper meal applications are sent out to

schools

September 23, 2014- End of Grace Period

October 1, 2014- Verification process begins

October 1, 2014- 80% Free & 5% Reduce Meal Application*

(Minimum)

*Aim for 100% meal applications


Provision 2 sites
Provision 2 Sites

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


Provision 2 base year
Provision 2-Base Year

  • SY 2014-2015 Meal Application is required

  • Requires medium of exchange AT THE POS

  • No co-payment is collected from full price eligible/non-eligible student

  • No co-payment is collected from reduced price eligible students

  • No alternate meal (non-reimbursable) Required

  • Mediums of exchange (pin number or student’s name) is identified at the POS


Roster requirements
Roster Requirements

P2-Base Year Sites MISIS Alpha Roster:

  • Roster must be printed twice a month (15th and last operating day of the month)

    Update Activity Report/Roster: codes

  • Obtain daily

  • Update the MISIS roster with new or changed meal eligibility

    CMS/SIS Missing Student Roster:

  • Print one Roster to be used at each POS terminal


  • Example of alpha misis roster
    Example of Alpha MISIS Roster



    How to Retrieve the CMS Student Missing Roster

    3. Click on Front of the House icon

    1. Roster 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 apply meals for students not in cms
    How to Apply Meals for Students Not In CMS

    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 verify eligibility on the current MISIS Roster

      • Record eligibility on missing Roster

      • Record the date and meal (s) served next to the student’s name; example 6/22 BL

      • Enter number of students from the roster as a “Quantity Sale” for each eligibility in CMS

        Note: Pricing School will show a cash shortage


    How to apply meals for students not in cms and not in misis roster
    How to Apply Meals for Students Not In CMS and Not In MISIS Roster

    Provision 2 base year:

    • 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: MISIS Roster

      • Record student’s name manually on the MISIS Alpha Roster

      • Verify the enrollment with the school administration

      • Check with meal compliance /CMS help desk for eligibility

      • Record the date and meal (s) served next to the student’s name; example 6/22 BL



    Provision 2 base year post question
    Provision 2 Base Year post Question Roster

    • Meal Application is required at a Provision 2-Base Year School.

      True or False

    • Co-Payment is collected for Reduce Price-Eligible students at a Provision 2-Base Year School.

      True or False

      • Roster with new or changed meal eligibility is updated daily.

        True or False


    Non reimbursable meals
    Non-Reimbursable Meals Roster

    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.


    Second meal additional menu item s
    Second Meal/ Additional Menu Item(s) Roster

    • Meal or menu item after receiving a reimbursable meal

    • Available at all schools

    • Cash payment/ Charge account required

    • Use “Student A la Carte Sales and Inventory” form

    • Each menu item on a tray are priced a la carte

      For Example: Coffee cake $ 1.50*

      Banana $ 0.75*

      Milk $ 0.50*

      Total $ 2.75

      * Price based on Faculty A La Carte for SY 13-14


    How to account for meals when pos is down p2 base year school method
    How to Account for Meals when POS is DOWN RosterP2-BASE YEAR SCHOOL METHOD

    • Have an alpha roster available with student’s eligibilities.

    • As students come through, find their name on the roster.

    • Mark the date and a “B” for breakfast or “L” for lunch next to the student’s name.

    • At the end of the day, add up all Free, Reduced and Full pay students separately.

    • If your Manager computer is working, do a quantity sale for each eligibility. I.e. Full, Reduced and Free.

    • (Do Breakfast and Lunch QTY Sales separately)

    • If your Manager computer is NOT working, fill out the Meal Counts Spreadsheet and email to Craig.Fukushima @lausd.net.

      *DO NOT ENTER MEAL COUNTS INTO DAILY ENTRY*


    Cms foh pos computer failure
    CMS-FOH-POS Computer Failure Roster

    In the event of a computer failure follow this

    process:

    • Contact CMS help desk

    • Use the most current MISIS Alpha Roster

    • Follow the CMS-FOH-POS SOP issued by the Food Services Division


    Checklist
    Checklist Roster

    • 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


    Checklist cont d
    Checklist cont Roster’d

    Checklist include the following:

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

    • Date of meal service (08/14/2014)

    • 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)


    Checklist cont d1
    Checklist cont Roster’d

    Food Service Manager’s responsibilities:

    • Update the changes in the enrollment by adding new enrollees and deleting students who have left the program

    • If applicable, update the changes in the meal eligibility status from the UAR and MISIS Roster


    Claiming meals using a checklist
    Claiming Meals using a Checklist Roster

    NOTE: BIC schools will follow current procedure

    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


    Breakfast in the classroom
    Breakfast In the Classroom Roster

    ELEMENTARY SITES:

    • Input the data from for participating students

    • Search students name via Classroom or by Manual Lookup (whatever is applicable)

    • Record the meal by clicking the icon of the student’s name or picture

    • For verification purposes note on the roster that the meal has been recorded in the CMS

    • Verify total on the roster against the recorded meals in the CMS for accuracy

    • Return the class roster back in the bag for next day’s service


    Breakfast in the classroom1
    Breakfast In the Classroom Roster

    SECONDARY SITES:

    Pricing and Base Year

    • In the CMS, search students name by Manual Lookup

    • Record the meal by clicking the icon of the student’s name or picture(CMS will program to accommodate a “No Charge” for breakfast)



    Edit check and attendance factor
    Edit Check and Attendance Factor Roster

    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

      SY 13-14 Attendance Factor 93.5%


    Edit check and attendance factor cont d
    Edit Check and Attendance Factor cont Roster’d

    • 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


    Accuclaim february checklist
    Accuclaim (February Checklist) Roster

    • 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,

      ServSafe(if applicable), Training and Monitoring of follow up

      trainings as needed


    Unacceptable meal counting systems
    Unacceptable Meal Counting Systems Roster

    • 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


    References
    References Roster

    • 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


    Questions Roster


    Thank You Roster


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