KN-CLAIM. Kansas Nutrition - CLaims And Information Management Quick Reference for Verification Reporting

Transcription

1 KN-CLAIM Kansas Nutrition - CLaims And Information Management Quick Reference for Verification Reporting Child Nutrition & Wellness Kansas State Department of Education

2 Child Nutrition & Wellness Kansas State Department of Education 900 SW Jackson St., Suite 251 Topeka, KS Phone: Fax:

3 KN-CLAIM School Nutrition Programs Quick Reference for Verification Reporting Help is Available! We have done our best to assure that KN-CLAIM works correctly and is easy to use. However, there is always room for improvement. Please let us know if you encounter any problems or need assistance with using the system. Do you need help using KN-CLAIM or have a system problem to report? Call and ask for KN-CLAIM support. This Quick Reference Covers How To: A. Access KN-CLAIM and log-in. B. Go to sponsor s Verification screens for C. Complete the Pre-Verification Worksheet screen for D. Complete the Post-Verification Results for September 2016 Child Nutrition & Wellness, KSDE Page 1

4 Important Notes You will enter data on two screens: 1 Pre-Verification Worksheet Corresponds to Form 8-Q, Part 1. 2 Post-Verification Results Corresponds to Form 8-Q, Part 2. Important Dates October 1(or first school day after October 1 when it falls on a weekend- this year October 3) Count applications and students approved for reduced price and free meals. Applications and students that are in carry-over status on October 1 are NOT included in this count. Complete the Pre-Verification Worksheet in KN-CLAIM to determine the sponsor s verification sampling method. Once the Pre-Verification Worksheet is submitted, go into the Post-Verification Results screen to see the number of applications that must be verified. Verify ONLY the number required unless verified for cause. October 31 Update counts of students approved for reduced price and free meals on the Pre-Verification Worksheet in KN-CLAIM. DO NOT update number of applications. November 15 Complete all verification activities. This deadline is the same whether it falls on a weekday or weekend. December 15 Complete reporting of Post-Verification Results in KN-CLAIM. A. Access KN-CLAIM and Log-in 1 Go to 2 Click on School Nutrition Programs. 3 Select KN-CLAIM from the left menu. 4 Log-in. B. Navigate to Sponsor s Verification Screens for Click Program Year on the upper right section of the screen. 2 On the Program Year Selection screen, click <2017>. 3 Click Applications on the blue menu bar at the top of the screen. September 2016 Child Nutrition & Wellness, KSDE Page 2

5 C. Complete the Pre-Verification Worksheet Screen 1 Application Menu Click Pre-Verification Worksheet. 2 Pre-Verification Worksheet This screen corresponds to Form 8-Q, Part 1 Pre-Verification Worksheet. Select one of the verification sampling methods displayed. If the sponsor had a verification non-response rate in the preceding school year that was: Less than 20 percent, the following verification sampling methods will display: Alternate 1 (Random), Alternate 2 (Focused), and Standard (Error-Prone). Greater than or equal to 20 percent, the following verification sampling method will display: Standard (Error Prone). Use the <Tab> key to move from field to field. On October 1 st (In 2016, October 3 rd since October 1 is on the weekend): 1a. Count and enter the total free eligible students directly certified through Food Assistance (FA). 1b. Count and enter the total free eligible students directly certified based on Temporary Assistance to Families (TAF), Foster Child, Certified Migrant or Homeless, Income-eligible Head Start, Residents in Residential Child Care Institutions and Non-applicants approved by local officials based on collateral contracts. 2. Count the total free eligible students and applications approved based on a case number for Food Assistance, Temporary Assistance to Families (TAF), Food Distribution Program on Indian Reservations (FDPIR), or Foster Child. 3. Count the total reduced price eligible students and applications approved based on household size and income. Count the total free eligible students and applications approved based on household size and income. 4. Free Approved Totals calculate automatically. September 2016 Child Nutrition & Wellness, KSDE Page 3

6 5. Count the number of Error Prone Applications as of October 1 st approved for Reduced Price and Free. 6. If the confirming official reviews and signs applications selected for verification, select <Yes> and then provide the Confirming Official s name and title in Field 7. If the confirming official does not review and sign applications selected for verification because software is used to make the certification determinations, select <No> and then enter the name of the certification software used in Field 7. A waiver for use of an approved technologybased system must be approved by KSDE. You will receive an error message until KSDE approves the waiver. 8. When all data has been entered, click the Certification box at the bottom of the screen and then click <Submit>. If the data entered passes all edits and KSDE approves the waiver for use of software to make certification determinations, the screen will have a status of Approved. If the data entered did not pass all edits, the screen will have a status of Errors. Click on here to go to the Pre-Verification Worksheet List. On the Pre-Verification Worksheet List screen, click Edit. Review the error messages. Then correct the errors on the Pre-Verification Worksheet screen. Repeat this process until the Pre-Verification Worksheet screen has a status of Approved. 3 Go to the Post-Verification Results screen to view the number of applications that must be verified. 4 On October 31 st, update all student counts on the Pre-Verification Worksheet to report actual student status on October 31. DO NOT count and update the number of applications that were entered on October 1st. D. Complete the Post-Verification Results Screen 1 Application Menu Click Post-Verification Results. 2 Post-Verification Results This screen corresponds to Form 8-Q, Part 2. Post-Verification Results. September 2016 Child Nutrition & Wellness, KSDE Page 4

7 Look at the icons at the top of the screen and the definition of their functions: = Add or Save = Cancel = Edit = Delete Enter one row of information on this screen for each application listed on your paper form. You will add, save, cancel, edit or delete one row at a time. Click an icon on the left side of the row to work with that row. Use the <tab> key to move from field to field. In column (1), enter the application ID or number sequentially. In column (2), enter the name of the head of the household. In column (3), enter the number of students on the application. In column (4), enter the original benefits. In column (5), select the status of the household on November 15. If the household did not respond by November 15, select No Response. If you contacted the household and there was indication they would not respondthat is considered a response. In column (6), enter the date that verification of the application was completed. In column (7), click on the box if this is a questionable application that was verified for cause rather than as part of the verification sample. In column (8), click on the box if the application was Directly Verified (FDPIR number or a student was found on the Direct Certification list at the time of verification). Each time you save ( ) a row, the screen will display a message in red showing the total number of applications that must be verified based on the sampling method selected on the Pre-Verification Worksheet. When all verified applications have been entered, click on the ( ) for the last application entered to save your results. Exit the screen by clicking Applications on the blue menu bar at the top of the screen. You can access this screen and add/edit/delete the application information as many times as necessary. September 2016 Child Nutrition & Wellness, KSDE Page 5