Meal Claiming Guidance on how to claim reimbursable

Meal Claiming Guidance on how to claim reimbursable

Meal Claiming Guidance on how to claim reimbursable meals served within the CO Child Nutrition Hub School Nutrition Unit 1 Together We Can CDE Vision All students graduate ready for college and careers, and are prepared to be productive citizens of Colorado. CDE Office of School Nutrition Mission

The Office of School Nutrition is committed to ensuring all schoolaged children have equal access to healthy meals by supporting, training, and connecting Colorados child nutrition community. USDA Nondiscrimination Statement In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in

languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD3027) found online at: How to File a Complaint http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: [email protected] 3

This institution is an equal opportunity provider. Learning Objectives 1. Define the requirements for an edit check 2. Explain how to submit a claim in the CO Child Nutrition Hub 3. Describe the checks and balances to ensure accurate meal counting and claiming Claiming The process and/or procedure

of submitting monthly meal counts to CDE School Nutrition, within the regulated timeframe, for federal and state reimbursement. Meal Counts The total amount of reimbursable meals, separated by category, served to students at the Point of Sale (POS).

5 Documentation & Edit Checks 6 Required Documentation All meal count/collection systems must track meals served: By site By category (i.e. free, reduced-price and paid eligibility)

At the district/SFA level Electronic POS can assist in totaling meal counts Documentation must be easily interpreted and consolidated into an accurate monthly claim for reimbursement Reports and Edit Checks Edit checks: required internal controls which ensure accurate claims for reimbursement Attendance factor: percentage which accounts for the

difference between enrollment and daily attendance; defaults to 96% Can never claim more free, reduced-price, paid meals served (x) the number of serving days Things to Consider Be aware of patterns (repeat counts, repeat enrollment numbers) 100% participation depending on the size of the school, this may occur

Note any other factors that might be affecting the claims Visiting students Claiming more than one site Claiming incorrect eligibilities Claiming for Reimbursement 10 Recognized Students and Sites

Student October Count Claim recognized students CDE recognized sites

List of CDE recognized sites: https:// www.cde.state.co.us/datapipeline/org_orgcodes Claims for Reimbursement All claims for reimbursement are submitted within the CO Child Nutrition Hub Claims are due 60 days after the end of the claim month o Any upward claim adjustments must be made within the 60 day submission timeframe o Downward adjustments can be made at any time If the first or last month of program operations contains 10 operating days or less, claims can be combined with

the claim for the appropriate adjacent month *Recommend having a second reviewer for all submitted claims.* Reimbursement Rates Federal Reimbursement Rates Meal type (lunch, breakfast, snack, milk) Eligibility category (free, reduced-price, paid) Annually updated by USDA Severe need indicator Performance based reimbursement, 7 cents

State Reimbursement Start Smart (reduced-price breakfast) All grades in public school sites $.30 reduced rate paid by state Lunch Protection Act (reduced-price lunch) All grades in public school sites $.40 reduced rate paid by

state Internal Controls/Monitoring Each SFA with more than 1 school site must perform an on-site review of the meal counting & claiming system for breakfast and lunch services All lunch service reviews must be done annually by February 1st 50% of breakfast service sites must be reviewed annually by February 1st Corrective action found during on-site review must be addressed and corrected with 45 days

Reimbursement Payments Payments are received via electronic funds transfer (EFT) o Not for profits and Charter Schools will continue to be paid via paper check Payments processed at least two times per month EFT payment notification sent via email with payment detail Important reimbursement funds are transferred or clearly separated into the non-profit food service account o Reconcile with district business office, edit check records

and original Hub claim submission 15 Contacts and Resources Counting and claiming questions call: 303-866-6661 Payment questions call: 303-866-6797 or 303-8666792; or email [email protected] Further Resources: o How to claim webpage o How to claim instructions 16

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