C R R S. Claims Reimbursement and Reporting System

Transcription

1 C R R S Claims Reimbursement and Reporting System NSLP Sponsor Manual National School Lunch Program, School Breakfast Program, After School Care Snack Program, Seamless Summer Waiver, and Special Milk Program User Guide

2 Table of Contents INTRODUCTION...3 User Manual... 3 GETTING STARTED...4 Accessing the Web Site... 4 System Requirements... 5 Logging In... 6 Forgot Your Password?... 6 System Navigation... 7 Quick Navigation... 8 Links within CRRS... 9 National School Lunch Program Main Menu... 9 Error Processing APPLICATIONS...12 Applications Entering a New Application How To: Enter a New Application Authorized Signatures Sponsor Application Item Instructions for Completing Sponsor Application Contact Information Site Application Site Entry Instructions Contract Information NSLP Sponsor User Manual.doc Page 1 of 99

3 FSMC Contract Vendor Contract Information...48 Supporting Documents Modifying Applications View Application RATES...57 View Reimbursement Rates...57 CLAIMS...59 Claim Deadlines Claim Entry Claim Recap Claim Revisions Late Claims Claim Inquiry Claim Upload FINANCIAL MANAGEMENT...86 Payment Summary State Match Breakfast State Match Lunch Management Reports MAINTENANCE...95 User Preferences REPORTS...97 PROGRAM GUIDANCE MANUALS & TRAINING WORKSHOPS NSLP Sponsor User Manual.doc Page 2 of 99

4 1 Introduction Welcome to CRRS the Claim Reimbursement and Reporting System website for the Ohio Department of Education (ODE), Office for Safety, Health and Nutrition (OSHN), Child Nutrition Programs. CRRS is the application and claims processing system used by all Ohio sponsors participating in the National School Lunch Program (NSLP), School Breakfast Program (SBP), After School Care Snack Program (ASCSP), Seamless Summer Waiver Program (SSWP, the Special Milk Program (SMP) and Child and Adult Care Food Program (CACFP). Access to the Commodity Allocation and Tracking System (CATS) is also provided within CRRS. User Manual This user manual is intended for the use of Sponsors participating in NSLP, SBP, ASCSP, SSWP and SMP. It is designed to provide a general understanding of how to use the web site. To achieve this objective the manual will provide you with: A general explanation of each feature available to you including screen examples. Step by step instructions for utilizing all web site features. Tips are highlighted in gray to enhance your understanding of the system. Key Notes are highlighted in light gray to enhance your understanding of regulatory requirements NSLP Sponsor User Manual.doc Page 3 of 99

5 2 Getting Started Before a Sponsor can begin using the CRRS site, you must have an assigned Username and Password as well as access to the Internet to logon to the web site. If you are not a current Sponsor and would like more information on how to become one, the following link will assist you: sor.asp Accessing the Web Site Opening your Internet browser and entering the following URL in the Address Line will provide access to the CRRS Main page: There is also a link on the OSHN - Child Nutrition home page of the Ohio Department of Education. This website contains additional information on all our nutrition programs. Select the Login link that is appropriate for you and click on it to access the CRRS site. You can add the URL to your browser s FAVORITES or BOOKMARK list or create a shortcut to the URL on your desktop for quicker access to the site. Refer to your browser or operating system manual for help files for further information 2005 NSLP Sponsor User Manual.doc Page 4 of 99

6 System Requirements The CRRS program works with both Internet Explorer and Netscape Navigator Internet web browsers. It is always best to have the latest versions of the browser. You must have at least the following versions for CRRS to perform correctly. Links have been provided here to enable you to download the current versions of these browsers. Internet Explorer 5.5 Netscape channels.netscape.com/ns/browsers/download.jsp The minimum screen resolution setting on your monitor for viewing CRRS is 800 x 600. CRRS Main Page Click on LOGIN to display the Login page NSLP Sponsor User Manual.doc Page 5 of 99

7 Logging In To login, enter your User Name and Password then click on the Login button. System Login page Forgot Your Password? If the "Forgot Password" link is clicked from the System Login page and an address has previously been entered in the User Profile, the user will be asked the reminder question. When the question is answered correctly, a password will be ed back immediately. See the Maintenance section of this manual for instructions on updating your User Profile information and for changing your CRRS password. If you have forgotten your password and did not enter an address for a new password to be ed back to you, please follow the following procedure: Write a request for a new password on sponsor letterhead, include o Sponsor IRN number o The contact name & title, o Telephone number o And fax number. Fax the request to the Office for Safety Health & Nutrition at (614) or (614) The new password will be faxed back within one business day NSLP Sponsor User Manual.doc Page 6 of 99

8 System Navigation Once you login to CRRS, the CRRS Home page will display. This screen displays the various available programs and the CORE (Sponsor Profile) module. CRRS Home page CRRS Action Buttons Action buttons perform the actions printed on them. Selected buttons are: < Back Takes you back one screen within CRRS. Use the browser back button and not the CRRS back button when the enter key is hit by mistake; this avoids loss of data already entered. Cancel Moves you out of the screen you're on and cancels the entry. Submit Submits and saves information entered in a screen. Navigate through the data entry screens by using either the tab key or using the Mouse. Only hit the Enter key when ready to submit. If the enter key is hit by mistake, use the browser back button to go back. Only single click on Action Buttons. More than one click just repeats the action again or cancels the initial action. Selecting the green quadrant, National School Lunch Program, will take you to the National School Lunch Program Home Page NSLP Sponsor User Manual.doc Page 7 of 99

9 National School Lunch Program Home Page From this point forward, all of the pages and forms in the system will be displayed inside a navigational frame. The main components of the navigational frame are the Quick Navigation buttons on the top right side, which provide direct connection to other modules and Exit, and the Main Menu displayed top to bottom on the left side of the frame. Quick Navigation The Quick Navigation buttons allow the user to navigate to other Child Nutrition Programs or log off of the system. The Quick Navigation buttons are located in the upper right section of all pages on the CRRS site. Button CRRS Home (Button) Sponsor Profile (Button) Programs (Button) Exit (Button) Action Accesses the Home page with links to all of the modules. Accesses the Core (Sponsor Profile) module. Each button accesses a different program. Logs off of the system and returns you to the system Login page. Click on the Exit button to logoff of CRRS NSLP Sponsor User Manual.doc Page 8 of 99

10 Links within CRRS Throughout the CRRS screens, there are several links to more information on the OSHN website or to required documents. These links are displayed in blue underlined text. By double-clicking on the link you will be taken to the appropriate item s location without closing your session in CRRS. By using the back button on your browser s tool bar you can return to CRRS without needing to login again. National School Lunch Program Main Menu Once you have selected the National School Lunch Program, the NSLP Home Page will be displayed as shown below. NSLP Home Page and Main Menu The buttons across the top of the NSLP Home Page access the various modules. The Main Menu will contain only menu items specific to the NSLP Program and is available from all pages throughout the NSLP program. Each menu item will display a sub-menu of functions available under the selected module. Following are the NSLP Main Menu modules together with the functions available under each: Applications Sponsor Applications Applications, Site Applications, Contract Information (FSMC and Vendor) and Supporting Documents View Applications View Only access to Applications, Site Applications, Contract Information (FSMC and Vendor) and Supporting Documents Rates View Reimb. Rates View the annual Reimbursement Rates for the program Claims Claim Entry Create and revise the Claim information Claim Inquiry View YTD Submitted Claim Voucher information Claim Upload Upload the Claim information 2005 NSLP Sponsor User Manual.doc Page 9 of 99

11 Verification Verification Summary Create and revise Verification Summary Report Financial Mgnt Payment Summary Summary of payments to the sponsor State Match-Brkfast Allows sponsors to view their State Match Breakfast State Match-Lunch - Allows sponsors to view their State Match Lunch Management Rpts Access to the Management Reports Maintenance User Preferences Allows User to change their password and modify contact information Reports NSLP Reports Generate and view various reports for the program Error Processing All information that is entered on the system is checked to ensure it conforms to data entry guidelines and system rules. The CRRS system performs two types of checks on information entered - Input Edits and Business Rule Edits. Input Edits The system uses Input Edits to check for input errors whenever a screen is submitted. Input errors are generally typographical mistakes such as entering a 4 digit Zip Code or entering alpha characters in a numeric field. If a form contains input errors, the results page will show a list of errors found. An error code and a description of the error will display in red. In addition, the error code will display in red in front of the field containing the error. Input Errors must be corrected before any data can be saved. Business Rule Edits Business Rule edits are used to check a form to ensure that all required data is entered and to make sure that information entered conforms to program rules and regulations, as defined by USDA and OSHN. For example, if you enter a Reduced Meal Price greater than the maximum allowed price, you will receive a Business Rule error. The system runs Business Rule edits when a screen is saved on the system. Forms are saved when the Submit button is clicked. Business Rule errors are displayed in red on the NSLP Site Application Results screen. The errors will also display every time the form is 2005 NSLP Sponsor User Manual.doc Page 10 of 99

12 submitted until the error is corrected. Each error will have a Code, a Description and a Type. The code is the number of the Business Rule. The description will explain the rule that was violated in order to create the error. Errors are listed by type. Errors are listed as either a Critical Error or Warning. Critical errors must be corrected before the application can be approved. Warning errors are warnings indicating something that needs to be rectified, but is not crucial to the approval of the application or form. NSLP Application Results Application cannot be approved due to errors Sponsor Sponsor Name IRN County Program Year Academy Ele Sch Lucas 2005 Application Saved with the following Errors Code Description Type Error Messages Newspaper name must be entered for Media Release, unless the sponsor type is a residential child care institution without day students or non-pricing program. All Sponsor Certification information must be provided. Warning Critical Error Errors can be corrected immediately or you can return to the application later to correct the error. How To: Resolve Error Messages How To sections provide step-by-step instructions for some of the common processes preformed by the user. Follow the steps below to resolve error messages: Step 1: Step 2: After a screen is saved, error messages may appear. Read the Error Message to determine what correction needs to be made. Step 3: Click on the <Back button to return to the screen where the errors exist. Step 4: Make corrections based on the error message description. Step 5: Click on Submit to save the changes. If you are unsuccessful in resolving your errors, contact OSHN (614) to request technical assistance NSLP Sponsor User Manual.doc Page 11 of 99

13 3 Applications In order to participate in NSLP, SBP, ASCSP, SSWP and SMP, Sponsors must submit an application packet to the State for review and approval. A new application packet must be submitted and approved at the beginning of each Program Year. Once approved, monthly claims for reimbursement may be entered, approved and paid. The table below gives a brief overview of the tasks performed, and by whom, to complete the annual application process on CRRS. Performed By Sponsor Sponsor Sponsor Sponsor State State Task Complete online Sponsor Application Complete online Site Applications for each of the sponsor s sites that will participate in the program Complete the applicable Food Service Contract Information including the FSMC Contract information and Vendor Contract Information Submit required supporting documents and forms to the State for approval using the Supporting Documents screen to indicate when documents are sent Review and approve required supporting documents and forms received from Sponsor using the Supporting Documents screen to track the status of documents received Review and approve the application packet 2005 NSLP Sponsor User Manual.doc Page 12 of 99

14 Applications The National School Lunch Program home page is the starting point for entering or modifying an application. NSLP home page Applications Menu screen Click once on Applications and the above sidebar menu will be displayed. The menu options under Applications are: Sponsor Application This option allows you to enter new or to modify existing sponsor applications. View Application This option allows you to view existing sponsor applications. Further explanation of the above choices will be covered in the following sections. Entering a New Application Applications can only be entered for existing sponsors. The following steps are necessary to enter a new application NSLP Sponsor User Manual.doc Page 13 of 99

15 How To: Enter a New Application Follow the steps below to enter a new application: Step 1: Step 2: From the Program Home page click on Application and select Sponsor Application. On the Fiscal Year Information Applications screen click on a Program Year. Step 3: On the Sponsor Application Screen click on New Application. Step 4: Click on the Go! button to the left of Authorized Signers and enter the authorized signer information. Click on Finish and <Back to Sponsor. Step 5: Click on GO! to the left of Sponsor Application to open the application. Step 6: Enter information or verify rollover information and click on Submit. Step 7: The application will be checked for adherence to business rules. If the application cannot be processed due to missing information the NSLP Application Results screen will display the list of errors. Step 8: Click on the <Back button to correct the errors, and then click Submit. Step 9: When no errors are listed click on Finish. An OK will now appear next Sponsor Application on the Sponsor Application Menu. Step 10: Click on the GO! button left of Site Applications. Step 11: Click on Add Site button. A list of sites associated with this sponsor will be displayed in blue. Step 12: Click on the Site Name that you wish to complete an application for. Step 13: Enter information and/or verify rollover information and click on Submit Step 14: Steps 7 & 8 are repeated if necessary to correct errors. Step 15: When no errors are listed click on Finish. Step 16: Repeat Steps 12 through 15 until all sites have been entered. Step 17: Click on the <Back button to return to the Sponsor Application Menu NSLP Sponsor User Manual.doc Page 14 of 99

16 Step 18: If no additional GO! buttons appear on the Sponsor Application Menu, your application is complete and ready to be approved by an OSHN consultant. Step 19: If there is a GO! button for Contract Information on the Sponsor Application Menu, click on it. Step 20: Click on the blue Add new FSMC Contract Information link and/or the blue Add new Vendor Contract Information link and enter the required information and click on Submit. Step 21: Click <Back to return to the Sponsor Application Menu. Step 22: Click on GO! Button for Supporting Documents. Step 23: A list of required documents to complete the application packet will be displayed. Clicking on each blue individual document link will allow you to download the forms. All required documents must be submitted in hard copy and/or may be uploaded electronically on the Supporting Documents screen. Step 24: Your application packet is now complete and ready for an OSHN consultant to review and approve. When the applications are approved the approval dates will display on the Sponsor Application Menu and the Site Information screens. The next few pages will provide screen shots of each of the above steps NSLP Sponsor User Manual.doc Page 15 of 99

17 Step 1: Click once to select Application in the left Menu bar. Sponsor Application and View Application will now appear in the Menu bar. Click once on Sponsor Application and the following screen will appear. School Year Selection screen This screen displays the existing fiscal years. The beginning and ending date for each fiscal year is also shown. The Program years are displayed in blue. After an action or link has been selected it will be displayed in a different color. This allows you to know which selections or actions have already been made. Step 2: Click once on a Program Year and the following Sponsor Application selection screen will appear. Sponsor Application Selection screen 2005 NSLP Sponsor User Manual.doc Page 16 of 99

18 Step 3: The Sponsor Application screen displays the report period, which in this example is Program Year If this is not the year you wish to enter an application, you may change to another fiscal year on this screen. To change the fiscal year, click on the arrows to the left or right of the year. The left arrow goes to the previous year. The right arrow advances to the next year Click once on the New button and the next screen will appear. Sponsor Application Menu screen This is the Sponsor Application Menu. The GO buttons on the left allow you to enter the various screens to complete the application. In the above example the GO buttons for Authorized Signatures and Sponsor Application are active. The other GO buttons are inactive and cannot be selected until the Sponsor Application has been started. Only when a sponsor contracts with a FSMC or purchases meals from another school will the menu include a Contract Information GO button. The GO button for Supporting Documents will be included only when a document is required based on responses within the application NSLP Sponsor User Manual.doc Page 17 of 99

19 Authorized Signatures Step 4: Click on Authorized Signatures and the following screen will appear. Authorized Signers listing screen Click on Add Signer to view the following entry screen. Authorized Signers entry screen Enter the name, title, phone, fax and address of the authorized signer and click on Submit. A results screen will be displayed. Click on Finish to return to the Authorized Signers listing screen. Click on <Back button to return to the Sponsor Application Menu screen. The telephone number does not need to be formatted but 10 digits are required NSLP Sponsor User Manual.doc Page 18 of 99

20 Authorized signers must take on the responsibilities as stated in the Program Agreement. Signers must have administrative, financial and/or program authority within their agencies. They must be those people with the responsibility for submitting the complete applications and claims for reimbursement. Food Service Management Company employees may not be Authorized Signers. The sponsor may enter multiple signers (each sponsor must have at least one signer). The Authorized Signer for the Sponsor Application should be the superintendent or chief administrator or his/her designee. The Authorized Signer for the claim should be the reimbursement claims official. Sponsor Application Step 5: Click on Sponsor Application and the following screen will appear. (Item instructions to assist you in completing this form will follow below Step 9.) 2005 NSLP Sponsor User Manual.doc Page 19 of 99

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23 Sponsor Application screen Step 6: Complete the Application and click on Submit. If the sponsor participated in the program in the previous school year, some information from the previous application will roll over to the new year s application. Step 7: If errors exist or if business rules have been violated the Application Results screen will display a list of errors. Step 8: Click on <Back and make corrections. See chapter 2 for additional information about errors. Step 9: Click on Finish to return to the Sponsor Application Menu NSLP Sponsor User Manual.doc Page 22 of 99

24 Item Instructions for Completing Sponsor Application Date Information Opening Date: Closing Date: Opening Date is the first day meals/milk will be served during the Program Year. Closing Date is the last day meals/milk will be served during the Program Year. Both opening and closing dates must be within the current program year (July 1st to June 30th). Year-round schools and residential childcare institutions (RCCI's) should enter July 1st as their opening date and June 30th as their closing date. Sponsor Mailing Address Food Service Information Address Address 1: Address 1: Address 2: Address 2: City: City: State: Zip: State: Zip: County: Same as Sponsor Payment Address. County: Same as Sponsor Mailing Address. No punctuation is the postal standard for entering addresses. Abbreviations without periods are acceptable. By clicking on the small box labeled Same as Sponsor Payment Address, the address that is in the Ohio Education Directory System (OEDS) will automatically be displayed. This address is also displayed in the Sponsor Profile. If this is not the correct payment address for the sponsor, you will need to change the address in OEDS-R. The Sponsor Mailing Address may be different from the Sponsor Payment Address. The Food Service Information Address is the address that OSHN will be mailing all program information during the program year. Please make sure that this address will reach the person responsible for the daily operation of the food service program NSLP Sponsor User Manual.doc Page 23 of 99

25 Program Participation National School Lunch Program School Breakfast Program Government Donated Food Program Split-day Kindergarten- Preschool Milk Seamless Summer Waiver Program Seamless Summer Waiver Information Special Milk Only Program After School Care Snack Program The Program Participation section is where the sponsor indicates all of the programs that they wish to participate in during the program year. Different programs may be available at individual sites but you must have selected the program on the Sponsor Application to be able to complete the Site Application information for that program. Contact Information Three boxes are provided for entering the contact names. Please enter the contact s first name in the first box, the middle initial in the second box and the last name in the third box. This name format is used throughout CRRS. Name: (First, Middle, Last) Food Service Supervisor Contact Title: Phone: Ext.: Fax: Yes No New Supervisor? Food Service Supervisor Contact is the person who directly supervises the food service program. This person should be knowledgeable about the program regulations and the daily operation of the program and will be the primary contact during the Coordinated Review Evaluation (CRE). If the Food Service Supervisor is new to the NSLP (began in this position less than one year), check the Yes radio button for New Supervisor?. You are required to select an answer to this question NSLP Sponsor User Manual.doc Page 24 of 99

26 Name: (First, Middle, Last) Phone: Ext.: Reimbursement Claims Official Title: Fax: *NOTE: The Reimbursement Claims Official must be a school employee, not an employee of the Food Service Management Company (FSMC). Reimbursement Claims Official has the following duties: Assure that the daily edit check system is in place and properly completed, and that support documentation is secured. Signs the monthly CRRS claim for reimbursement, thus certifying the accuracy of these monthly claims for reimbursement. Assure that the on-site reviews (for sponsors with more than one site only) are completed by February 1 of each year. The Reimbursement Claims Official cannot be a representative from a Food Service Management Company (FSMC); this official must be an employee of the School Food Authority. Claim Contact Same as Reimbursement Claims Official. Name: (First, Middle, Last) Title: Phone: Ext.: Fax: The Claim Contact is the person who has an understanding of how the figures were derived using acceptable and approved counting and claiming procedures that were entered on the claim. This person can be the same as the Reimbursement Claims Official NSLP Sponsor User Manual.doc Page 25 of 99

27 Commodity Contact Same as Food Service Supervisor Contact. Name: (First, Middle, Last) Title: Phone: Ext.: Fax: The Commodity Contact is the person who will be responsible to place orders for government donated foods in CATS and process payments of invoices. This person may be the same as the Food Service Supervisor Contact. Seamless Summer Waiver Contact Same as Food Service Supervisor Contact. Name: (First, Middle, Last) Title: Phone: Ext.: Fax: The Seamless Summer Waiver Contact is the person who will be the primary contact for the summer meal program. This person may be the same as the Food Service Supervisor Contact. Approval Official Contact Name: Title: *NOTE: The Approval Official must be a school employee, not an employee of FSMC. *NOTE: If more than one Approval Official Contact, please go to Sponsor Profile to enter additional contact information. The Approval Official Contact is the person who is responsible for reviewing student Free and Reduced Price Meal Applications and/or Free Milk Applications and determining the correct benefit classification. This person maintains a current master benefit issuance list. For more information about these duties, please refer to the Eligibility Guidance for School Meals Manual at the following link: NSLP Sponsor User Manual.doc Page 26 of 99

28 If there is more than one approval official, the list must be entered into the Sponsor Contacts section of the Sponsor Profile. On the application screen, enter the following information for the first name, last name and title. First name = EACH Last name = SCHOOL Title = PRINCIPAL The Approval Official Contact cannot be a representative from a Food Service Management Company (FSMC); this official must be an employee of the School Food Authority. RCCI s without Day School Students and Special Milk Programs that do not serve free milk are not required to complete the Approval, Hearing and Verification Contacts. Hearing Official Contact Name: Title: *NOTE: The Hearing Official must be a school employee, not an employee of FSMC and different from the Approval and Verification Officials. The Hearing Official is responsible for hearing appeals from households who disagree with the eligibility determinations resulting from approval and verification. The Hearing Official must be an individual who was not connected with the approval or verification process. This official must be an employee of the School Food Authority. A Food Service Management Company (FSMC) may not employ them. Verification Official Contact Name: Title: *NOTE: The Verification Official must be different than the Hearing Official. The Verification Official must be a school employee, not an employee of FSMC. The Verification Official must assure that verification of free and reduced price applications is completed each program year by the regulatory deadline. The deadline for Program years through PY2005 is December 15 th. The deadline for Program years beginning with PY2006 is November 15 th. The Verification Official is also responsible for submitting the annual results using the Verification Summary Report in CRRS by March 1st NSLP Sponsor User Manual.doc Page 27 of 99

29 Yes No Policy Statement Information Does your SFA make significant changes to any of the following: Letter to Household, Free and Reduced Price School Meal Application and Public Release provided by CNS? If "YES", send copies of letters and application to CNS for approval, before they are printed and distributed. Download Documents Name of the newspaper that the Public Release was sent to: The prototypes for the household letter, application and public release are available on the ODE Child Nutrition website s Downloadable Documents or by clicking on the blue link on this section of the Sponsor Application. If these prototypes are used without changes (except for inserting the sponsor information), click the radio button "No". If significant changes have been made, click the radio button "Yes" and mail copies to OSHN or upload them in the Supporting Documents section of the Sponsor Application Menu for approval before they are printed and distributed. New sponsors must send all prototypes to OSHN for approval the first year they participate in any of the Child Nutrition programs. Type the name of the newspaper that your Media Release was sent to in the text box provided. Newspaper name must be entered for Media Release, unless the sponsor is a residential childcare institution without day students or non-pricing program. Yes No Special Milk Program Information Is eligibility for free milk at any site determined using applications? (Pricing with Free Milk). *NOTE: If Yes, must complete Policy Statement Information, Approval Official, Verification Official and Hearing Official contact sections. This section should only be completed if you are participating in the Special Milk Program at any of your sites. If you are planning on distributing Free Milk Applications to students, be sure to complete the Approval, Verification and Hearing Official information as requested in the Note NSLP Sponsor User Manual.doc Page 28 of 99

30 Yes No Residential Child Care Institutions This agency provides meals to children who are in residential care? Yes No This agency has a current license to provide 24-hour childcare service. *NOTE: If Yes, must provide name of the agency that provided the license. Yes No Name of the agency that provided the license: Are meals provided to day treatment students? *NOTE: If Yes, must complete Policy Statement Information, Approval Official, Verification Official and Hearing Official contact sections. This section should only be completed if you are a Residential Child Care Institution. If you are providing meals to day students, be sure to complete the Approval, Verification and Hearing Official information as requested in the Note. Yes No Contract Information Do you contract with a food service management company (FSMC) to manage your school food service? If Yes, Enter the name of FSMC: New Contract? Current Contract Begin Date: Date of Last Renewal: In the Contract Information section, indicate whether you contract with a Food Service Management Company (FSMC). If Yes is selected, you must select the name of the FSMC from the drop-down list provided by clicking on the down arrow to the right of the box and clicking on the correct name in the list. If your company does not appear on the drop down list, contact OSHN at (614) to have it added. You will also need to indicate whether this is a new contract and provide the beginning date of the contract period and the date it was last renewed. A Yes answer will result in the addition of two GO buttons on the Sponsor Application Menu: Contract Information o Sponsors contracting with FSMC must complete the additional FSMC Contract Information Sheet for approval by OSHN. Supporting Documents o A copy of the initial contract or the annual renewal must be submitted to OSHN for approval NSLP Sponsor User Manual.doc Page 29 of 99

31 Yes Yes No No Purchase and Sell Information Do you purchase meals from another school/agency? Name of school/agency you purchase from: Do you sell meals to another school/agency? Name of the school/agency you sell to: Yes No Yes No Yes No Yes No If you're selling meals to another agency, are you catering them? If you're selling meals to another agency, are you only selling meat if it is contained in a sandwich? If you're selling meals to another agency, do you have Ohio Dept. of Agriculture meat inspection? Do you claim the meals you sell to another school/agency on your monthly claim for reimbursement? In the Purchase and Sell Information section, you will need to indicate whether you purchase meals from or sell meals to another school or agency, and if so, type the name of that agency in the text boxes provided. A Yes answer to purchasing meals from a vendor, caterer or another school will result in the addition of a GO button on the Sponsor Application Menu for: Contract Information o Sponsors contracting to purchase meals must complete the additional Vendor Contract Information Sheet for approval by OSHN. A Yes answer to both selling meals and claiming them for reimbursement will result in the addition of a Go button on the Sponsor Application Menu for: Supporting Documents o A copy of the signed Alternate School Food Authority (SFA) Arrangement must be submitted to OSHN for approval. Miscellaneous Questions Retirement Plan Rate: Worker's Compensation Rate: Percent of Payroll paid by employer. per $100 payroll. Kitchen Type: The Retirement Plan Rate Percent is entered as a whole number with two decimals and no percent sign. (Example: 14.00) The decimal point must be entered. The Worker's Compensation Rate is entered in cents with up to 4 places. (Example:.2100) The decimal point must be entered NSLP Sponsor User Manual.doc Page 30 of 99

32 Kitchen Type Onsite = all sites have kitchens that prepare meals onsite. Base/Satellite = all sites are part of a base, satellite system. A base kitchen prepares and delivers meals to its associated satellite schools. Combination = both onsite and base/satellite systems within the district. Yes No Direct Certification - Public Schools Only Do you wish to receive an electronic Direct Certification Listing? If yes, sign and mail the Direct Certification Agreement to CNS (Direct Certification Package). Note: Direct Certification Agreement must be postmarked by September 30th. If you indicate that you wish to receive the Direct Certification Listing, download and print the Direct Certification Agreement by following the associated link on the Sponsor Application. The Superintendent must sign this agreement and mail the original contract to: Ohio Department of Education Office for Safety, Health and Nutrition 25 South Front Street, Mail Stop 303 Columbus, Ohio The Direct Certification agreement must be postmarked by September 30th to be honored. Sponsor Certification I hereby certify that neither this sponsor nor its principles is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. The sponsor hereby agrees to comply with all state and federal laws and regulations governing Child Nutrition Services programs. The person signing below will ensure that all monthly claims for reimbursement represent meals/milk served by category and that records are available to support these claims. It is acknowledged that once signed and when approved by the Ohio Department of Education, this application places in force the permanent agreement effective with the current program year start date and any subsequent addendum for the current program year. Authorized Signature Date In the Sponsor Certification section, you must read the statements and indicate your agreement by clicking in the check boxes provided. If you have not yet entered an Authorized Signature into CRRS, there is a message indicating that no records are available for that item. Once the authorized signature information is entered, you will need to return to the Sponsor Application and select the name of the person authorized to agree to the stated requirements from the drop down list that will be provided. Select the Authorized Signature from the drop down box. The CRRS system will assign a date after you submit your application NSLP Sponsor User Manual.doc Page 31 of 99

33 New Sponsor CNS Internal Use Only Effective Dates: Beginning Ending Approved State Application Review Sponsor Type: Last CRE Review Date: Next CRE Review Year: CRE Review Cycle: Approval Date: Original Approval Date: 07/06/2004 State Application Review Date: Role Model Indicator Eligible for State Reimbursement - Breakfast Eligible for State Match - Lunch NSLP Rate: Regular Severe Need Comments: Created By: Created Date: 06/30/2004 Modified By: OSHN Consultant Modified Date: 10/16/2004 Redisplay < Back Cancel Submit You will not be able to enter any information in the CNS Internal Use Only section. It is provided to you for informational purposes only so that you can refer back to it to see whether OSHN has approved your application. In addition, you will be able to see other information completed by OSHN. At the bottom of the screen you will see four buttons. The Redisplay button is provided so that if you accidentally hit the Enter key, rather than the Tab key, while working in your application, the software will redisplay the screen with all the data you had provided up until the point when you hit the Enter key. The <Back button returns you to the previous screen within the software. The Cancel button returns you to the Sponsor Application Menu. Clicking on the Submit button sends the application for processing through the business rules and edit checks that are built into the software and enters the information into the CRRS database. When you have completed your application, click on the Submit button NSLP Sponsor User Manual.doc Page 32 of 99

34 Sponsor Application Menu Now that the Sponsor Application has been started all of the GO buttons are active. Before the Application can be approved the Site Application, Contract Information and Supporting Documents screens must be completed. Site Application Step 10: Click on Site Application and the following screen will appear. Site Information screen After the sponsor application is complete, sites applications can be entered. Only existing sites listed under sponsors can be added NSLP Sponsor User Manual.doc Page 33 of 99

35 Step 11: Click on Add Site to view the list of sites that have not been added. Site Entry Instructions The above example screen indicates that two (2) sites are listed under this sponsor. The site name is a link to the Site application. If the list of sites on the Add Site Application screen is incomplete or a new site has been added contact OSHN to have the site added to CRRS. If there is a site on the list that has been discontinued or closed, no action is necessary, just do not complete a site application for that site. The site can not be deleted from CRRS if a claim has been entered for the site for the program year. If the sponsor has base and satellite schools, enter the base kitchen site applications first. If the base kitchen site application has been completed when the satellite site application is entered, the base IRN will show up in the drop-down list NSLP Sponsor User Manual.doc Page 34 of 99

36 Step 12: Click on the site you wish to add to open the site application. If the site participated in the program in the previous school year, some information from the previous site application will roll over to the new year s site application. Operating Months Click all months (July June) that the program will be operating at the site. If the site has 10 or less operating days in August, and a combined August/September claim will be submitted, ONLY click September. If the site has 10 or less operating days in June, and a combined May/June claim will be submitted, ONLY click May. Seamless Summer Waiver Click all months (July June) that the program will be operating at the site. Claims may be combined if you operate 10 days or less in a claim month. Site Type Click on the drop down arrow and select one of the types listed; Open, Migrant, Restricted Open or Closed Enrolled. For more information on summer food service programs, check the OSHN website or contact OSHN at (614) NSLP Sponsor User Manual.doc Page 35 of 99

37 Menu Options Select the menu option you will be using at this site for Lunch and Breakfast from the drop down list. You may select different menu options for each program. If using Assisted Nutrient Standard Menu Planning Option, enter the name of the contractor used. For more information on Menu Options, review the Menu Planner for Healthy School Meals. This USDA manual is downloadable from the following link: Kitchen Type Select the kitchen type from the drop down list provided. On-Site = site that prepares their own meals or that purchase vended/catered meals Base = site that prepares meals for their site and for their associated satellites. Satellite = site that received meals prepared from a base site in their district. o If the site is a satellite, a base kitchen IRN must be selected. If No Records Available is displayed, the base kitchen site application must be completed before this site application may be completed. Percentage Attendance Rate Enter the Percentage Rate of Attendance for this site. Check with the EMIS coordinator or your attendance official if the figure isn t known. Example: The school has 100 students enrolled (ADM). They average 5 students absent each day. By dividing the 5 absent by 100 ADM =.95 or 95% Rate of Attendance. The percentage must be entered as a whole number with no percent sign, example The decimal point must be entered. RCCI's can enter for the Percentage Rate of Attendance if all of the students are in attendance all of the time. Complete the remaining program sections below only for programs that you indicated open in the operating months above NSLP Sponsor User Manual.doc Page 36 of 99

38 Grades Served For all meal or milk programs select all grades that are served. If the K-12 box is clicked, all grade boxes will be auto filled with check marks. If there are any of these grades that you do not serve, you may click on the individual check mark to remove it. Offer versus Served This question must be answered. Complete the grades using Offer versus Serve only when Yes is selected. Secondary schools are required to use Offer versus Serve for grades For more information about Offer versus Serve, refer to the Menu Planner for Healthy School Meals. Meal Pricing Information Sites are allowed up to four meal prices charged to paid students. For sites that serve K-12 students, it allows different pricing for elementary than secondary students. This also allows the sponsor flexibility to provide meals with larger portions, premium entrees or additional items to students. To qualify for reimbursement these premium meals must also be available to the free and reduced price students. The reduced-price charge to students cannot exceed the maximum allowable charge set by USDA of 40 cents. Non-Pricing The Non-Pricing boxes must be checked if Meals or milk are served at a site without charge to all students; The site is operating under one of the special provisions; or The site is a RCCI (Residential Child Care Institution) NSLP Sponsor User Manual.doc Page 37 of 99

39 Provisions Participation on any of the three provision options requires prior approval by the Office for Safety, Health and Nutrition. New sponsors are required to participate for a minimum of one year and meet USDA performance standards to obtain approval. The Base Year must be completed with the current program year if the site is beginning a new base year. If the site is in a non-base year, the original base year will be displayed. Supporting Documents will provide links to the annual Provision 2 Amendments to establish a new base year, to continue Provision 2 or to extend Provision 2 for an additional four-year cycle. For more information on the Provision options, follow the following link: Daily Collection and Counting An acceptable counting procedure must Be at the point of service (when the meal or milk is served) Must identify the student being served Must validate that the student was served a reimbursable meal o Student was offered all components of the meal. o Student took into their possession sufficient components of the meal (all components of the meal when not using the Offer versus Serve option). Unacceptable counting procedures are counts taken prior to meal service, attendance counts, meal order counts, tray counts, meal production counts or caterer meal invoice counts. Cash converted to meal counts or subtracting two categories (free + reduced price) from total meals served to obtain paid meal counts are also not allowed. RCCI s with no day students, non-base year Provision 2 sites and sites that are claiming only paid reimbursement must still count total meals or milk at the point of service. Only these types of sites do not have to identify the student by eligibility classification at the point of service NSLP Sponsor User Manual.doc Page 38 of 99

40 Complete the School Breakfast Program using the same instructions as the Lunch Program NSLP Sponsor User Manual.doc Page 39 of 99

41 This section is completed only for a Special Milk Program when all students at a site do not have access to any of the other meal programs on this application. Select the grades milk is served to by clicking in the box for each grade served. If the K-12 box is clicked, all grade boxes will be auto filled with check marks. If there are any of these grades that you do not serve, you may click on the individual check mark to remove it. Pricing/Non Pricing Information Pricing with Free Milk = Serving free milk to students with approved applications and selling milk to all remaining students. Pricing without Free Milk = All students are sold milk. Non-Pricing = All students served milk at no charge. The milk charge to the student must be 25 cents or less. Daily Collection and Counting This is where the site s method of counting milk by free and/or paid category is identified NSLP Sponsor User Manual.doc Page 40 of 99

42 This section is completed only for a Special Milk Program for a group of students usually preschool or split day kindergarten students at a site do not have access to any of the other meal programs on this application. The instructions for completion are the same as the prior Special Milk section NSLP Sponsor User Manual.doc Page 41 of 99

43 Select the grades served under this program NSLP Sponsor User Manual.doc Page 42 of 99

44 Sites participating on the snack program are either Site Eligible = the site had 50% or more of its enrolled students qualified for free and reduced price meals during October of the prior program year. Area Eligible = the site is located in the attendance area of another site that is site eligible. Non-Area Eligible = the site has less than 50% needy enrolled students and is not located in the attendance area of a qualifying school. Complete the school hours and snack program hours. The snack program hours must be after the school day is completed. Attendance must be taken during the after school program. An enrichment activity must be scheduled and described. Complete the remaining sections using the same instructions as the lunch program. More information on the snack program is available on the OSHN website. Site Application screen Step 13: Complete the Site Application and click on Submit. Step 14: If errors exist or if business rules have been violated the Site Application Results screen will display a list of errors. Click on <Back and make corrections. See chapter 2 for additional information about errors. Step 15: Click on Finish to return to the Sponsor Application Menu. Step 16: Repeat Steps 12 through 15 until all sites have been entered NSLP Sponsor User Manual.doc Page 43 of 99

45 Site Information screen The Site Information screen lists the sites that have applications submitted. In the above example there is no Approved Date, which indicates that this site has not been approved. The Errors column will indicate the number of errors remaining on the site application. All errors must be corrected before an OSHN consultant will approve the application. Step 17: Click on the <Back button to return to the Sponsor Application Menu. Step 18: If no additional GO! Buttons appear on the Sponsor Application Menu, your application is complete and ready to be approved by an OSHN consultant. Contract Information The Contract Information screen is dynamically generated based on the answers to questions within the sponsor application. If a Sponsor indicates that they contract with a FSMC, the Sponsor Application Menu will include Contract Information and the FSMC Contract Information will be displayed on the Food Service Contract Information screen. If a Sponsor indicates that they purchase meals from another school/agency, the Sponsor Application Menu will include Contract Information and the Vended/Catered Meal Contract Information will be displayed on the Food Service Contract Information screen. If a Sponsor uses a FSMC and purchases meals from another school, both will appear on the Food Service Contract Information screen as in the example below. Step 19: Click on Contract Information to display the Food Service Contract Information screen NSLP Sponsor User Manual.doc Page 44 of 99

46 Food Service Contract Information screen This screen tracks FSMC and Vended/Catered Meal Contract information for a sponsor. If a sponsor indicates on their application that they contract with one of the above meal providers they will be able to access the Contract Information. If Contract Information is submitted, the Sponsor Application Menu and this screen will continue to display even if the application is modified to indicate that the sponsor does not contract with a FSMC or purchase meals from another school NSLP Sponsor User Manual.doc Page 45 of 99

47 FSMC Contract Step 20: Selecting Add new FSMC Contract Information will take you to the New FSMC Food Service Contract Information screen. New FSMC information screen (Continued on next page) 2005 NSLP Sponsor User Manual.doc Page 46 of 99

48 New FSMC information screen (Continued on next page) 2005 NSLP Sponsor User Manual.doc Page 47 of 99

49 New FSMC information screen Questions 2 through 9 must be completed to describe the initial contract procurement procedures and the resulting contract. The school employees that conducted the procurement activities will be able to answer these questions. Questions 10 through 12 must be completed for renewal year contracts. More information on procurement procedures is available by clicking on the link included in Question 2. Supporting Documents will require that a copy of the initial contract or annual renewal contract must be submitted for approval to OSHN. If errors exist or if business rules have been violated the confirmation screen will display a list of errors. Click on <Edit and make corrections. See chapter 2 for additional information about errors. Click on Finish to return to the Food Service Contract Information screen. Vendor Contract Information Step 20 continued: Selecting Add new Vendor Contract Information will take you to the New Vended/Catered Meal Contract Information screen NSLP Sponsor User Manual.doc Page 48 of 99

50 2005 NSLP Sponsor User Manual.doc Page 49 of 99

51 New Vended/Catered Meal Contact Information screen Questions 2 through 9 must be completed to describe the initial contract procurement procedures and the resulting contract. The school employees conducting the procurement will be able to answer these questions. Questions 10 through 12 must be completed for renewal year contracts. If the sponsor does annual bidding for meals, these questions will never be completed. More information on procurement procedures is available by clicking on the link included in Question NSLP Sponsor User Manual.doc Page 50 of 99

52 If errors exist or if business rules have been violated the confirmation screen will display a list of errors. Click on <Edit and make corrections. See chapter 2 for additional information about errors. Click on Finish to return to the Food Service Contract Information screen. Step 21: Click <Back to return to the Sponsor Application Menu Supporting Documents The Supporting Documents are the documents the State requires in addition to the current application packet, from each sponsor and site. The Supporting Documents are dynamically generated for both sponsor and sites based on the answers to various questions within the sponsor application and site application. The Supporting Documents module is used to track the status of required supporting documents and forms sent to the State by the sponsor. Step 22: Click on GO! Button for Supporting Documents to display the Supporting Documents screen. Step 23: Depending on information entered in the Sponsor Application and Site Applications, a list of the supporting documents required by the State will display. Supporting Documents screen 2005 NSLP Sponsor User Manual.doc Page 51 of 99

53 Required Forms/Documents to send to CNS this column lists all the forms that the sponsor is required to send to the CNS staff. The documents will be listed separately for the sponsor and site applications and will appear in the list based on the way certain questions on the applications were answered. Attachments - This icon indicates the existence of an attachment for the Supporting Document, or the ability to add an attachment(s) for the Supporting Document. Document submitted/uploaded to CNS A check in this box indicates that the document has been sent or uploaded to CNS. When clicking the checkbox, the Date submitted/uploaded to CNS will be updated automatically with the current date. When unclicking, the Date submitted/uploaded to CNS will be removed automatically. This item should be completed by the sponsor. Document on file with CNS or with Sponsor This indicates that the document is currently on file with CNS or with the sponsor. Some documents are not required to be kept on file by CNS. In this case, N/A will appear in lieu of a checkbox and no action will be required by the sponsor in this column. If there is a checkbox for the document, it should be completed by the sponsor. Date submitted/uploaded to CNS This item is automatically updated with the current date when the Document submitted/uploaded to CNS box is checked, and is automatically removed if the Document submitted/uploaded to CNS box is unchecked. The date can be changed by the user even though it was set automatically. This item should be completed by the sponsor. (CNS) Document Status FOR CNS USE ONLY This column contains a list of available statuses for the corresponding document. Once CNS staff has reviewed the document, it will be marked with one of the following statuses: Approved, Incomplete, Returned or On File. Once a document has been approved, the sponsor will no longer be able to modify the first three columns for that document. The first time the Document Status is changed, the page will automatically populate the Document Status Date field for that item. Any subsequent change to Document Status will NOT change the existing value in the Document Status Date. (CNS) Status Date FOR CNS USE ONLY This date is automatically updated when a change in the document status is made by CNS. This date can only be viewed by sponsors. Attachments Some Supporting Documents may have attachments added to them. These documents will display the Attachment icon in the Required Forms/Documents to send to CNS column to the right of the document name. Click the Attachment icon to access the attachment screens. Initially there will be no attachments for the supporting document NSLP Sponsor User Manual.doc Page 52 of 99

54 Attachment List screen Click the Attach Document button to attach a file from your computer. The Add Supporting Document Attachment screen will be displayed. Add Attachment screen Click the Browse button to select a file from your computer to attach to the Supporting Document. This will open the Choose File window. Find the file that you want to attach and click on the file (the file s name will appear in the file name box of the Choose File window), then click the Open button. Choose File Window 2005 NSLP Sponsor User Manual.doc Page 53 of 99

55 The file you selected should now appear in the 1 Select File field, as shown above. Next, click the Attach File button. The file will be sent to the CNP system. Once this has been completed, the Update Supporting Document Attachment screen will be displayed. Update Supporting Document Attachment screen You may add an additional comment if you wish to further explain what you re attaching (you are limited to 250 characters). Click the < Back button to return to the Attachment List screen if you do not wish to add a comment. (Note the system will automatically update the Document submitted/uploaded to CNS and Date submitted/uploaded to CNS whenever a file is attached.) 2005 NSLP Sponsor User Manual.doc Page 54 of 99

56 You will now see the Attachment and the additional comment(s), if one was added. The attached file can be viewed by clicking the View link. Clicking the View link will open the file in a new browser window, or let you save it to your computer. Multiple attachments can be added to any Supporting Document by repeating the attach process for each file you wish to attach. If the attached file is no longer needed, click the Delete link to delete it. If you delete the only (or last) attachment for the Supporting Document, the system will remove the Document submitted/uploaded to CNS and Date submitted/uploaded to CNS information. There are restrictions regarding the files that can be attached. Files must be smaller than 5 megabytes (MB). The following file types will be accepted as an attachment: o.doc This is a Microsoft Word document o.xls This is a Microsoft Excel file o.pdf This is an Adobe Acrobat file o.txt This is a standard text file o.zip This is a zip file The following file types will not be allowed as an attachment: o.exe o.bat o.com Files that have been attached will have a file type icon for quick and easy identification. Adobe Acrobat File Microsoft Word Document File Microsoft Excel File Standard Text File Zip File Note The Microsoft icons may vary slightly depending upon the version of Microsoft Office installed on your computer. Step 24: Your application package is now complete and ready for an OSHN consultant to review and approve. When the applications are approved the approval dates will display on the Sponsor Application Menu and the Site Information screens NSLP Sponsor User Manual.doc Page 55 of 99

57 Modifying Applications Sponsor Application Selection screen By selecting Modify for A Place to Learn the following information is displayed. This screen displays the status of the application and the Sites. The example below shows an application with zero errors and an Approved Date. Clicking on the appropriate GO button will display the sponsor application menu item you wish to view or modify. If a sponsor has been paid reimbursement at any time during the current program year, the application cannot be deleted. Sponsor Application Menu View Application This screen is for viewing only. Modifications or Deletions cannot be made on this screen. When finished click <Back NSLP Sponsor User Manual.doc Page 56 of 99

58 4 Rates The Federal Government prior to the beginning of each year publishes rates for each program year. These rates are used throughout the year to calculate reimbursement. NSLP home page Rates Menu screen Click once on Rates and the above sidebar menu will be displayed. The menu option under Rates is: View Reimbursement Rates This option only allows you to view the rates for the fiscal year. View Reimbursement Rates Click once on View Reimb. Rates and the following screen will appear NSLP Sponsor User Manual.doc Page 57 of 99

59 Program Year Selection Rates screen Select the Program Year for the Rates you wish to view. The following screen will appear. NSLP Rate Information screen View Only This screen displays rates for program year The view only rates do not have a submit button. Click on <Back to return to the Program Year Selections Rates screen or Cancel to return to the NSLP Home Page NSLP Sponsor User Manual.doc Page 58 of 99

60 5 Claims The CRRS Claims component allows sponsors to submit monthly online reimbursement claims to the Ohio Department of Education (ODE), Office for Safety, Health and Nutrition (OSHN). At the time claims are submitted, they are checked by the system to ensure they conform to established business rules governing reimbursement claim eligibility and approval. Only claims the system deems Okay to Pay may be submitted to ODE for processing. The table below gives a brief overview of the tasks performed, and by whom, to submit a reimbursement claim in CRRS. Performed By Sponsor ODE - OSHN State of Ohio Task Complete and Submit Reimbursement Claim forms for each Site Process claim and forward payment information to the appropriate State department for payment Process payment information received from ODE- OSHN and send payment by EFT or check to Sponsor 2005 NSLP Sponsor User Manual.doc Page 59 of 99

61 NSLP Home Page Claims Menu screen Click once on Claims and the above sidebar menu will be displayed. The menu options under Claims are: Claim Entry This option allows you to submit reimbursement claims Claim Inquiry This option allows you to view a summary of claims. Claim Upload Uploads claims to other files. Further explanation of the above choices will be covered in the following sections. Claim Deadlines Claims must be submitted without errors for each open site within the sixty days (not two calendar months) following the end of the claim s calendar month. A Calendar of Due Dates is available in the Downloadable Documents on the OSHN website at the following link NSLP Sponsor User Manual.doc Page 60 of 99

62 Claim Entry Click once on Claim Entry and select a Program Year to reach the following screen. School Lunch Claim Selection screen This sample screen displays all the months for this Program Year. Program Years begin in July and end the following June. A Claim Month will not appear on the list until that calendar month is ended. If this is not the year you wish to enter a claim, you may change to another program year on this screen. To change the program year, click on the arrows to the left or right of the Program Year. The left arrow goes to the previous year. The right arrow advances to the next year. Click on a Claim Month to enter the claim for the selected month NSLP Sponsor User Manual.doc Page 61 of 99

63 If no claim has been entered for the Claim Month selected, the following screen appears. School Lunch Claim List screen Click on Add Claim and the following screen will appear. School Lunch Claim List screen with claim This screen allows you to enter a site claim. This example shows only one site. Each site claim must be submitted separately. If the sponsor has more than one site approved to be open for this month, all open sites claims must be submitted without errors for the month s claim to be processed for payment NSLP Sponsor User Manual.doc Page 62 of 99

64 If the Sponsor Application is not currently approved, the following error message will appear. School Lunch Claim(s) Claim entry is not allowed. The current application has not yet been approved. Monthly Claim Form Sponsor Name County IRN Month Claimed Program Year Academy Ele Sch Lucas Jul Claim(s) Revision Number Received Date Process Date Claim Amount Status Action No claims for this sponsor A similar message is displayed when an unapproved site is selected. Contact the OSHN office at (614) to obtain all required approvals. Click on Add Claim for the site you want to select. The site claim is extensive and is displayed on this and the following pages with line item instructions included for each section. Tip: You may print a copy of the Site Claim Form using your browser s print function prior to entering any data into CRRS to use as a worksheet to prepare your claim data. Keep in mind that you may not open a month s claim prior to the end of that calendar month. Site Claim form This is the first section of the Claim Form. The information on this screen includes the Sponsor Name, Sponsor IRN, Month Claimed, Revision Number, Submission Type, Authorized Signature and Received Date. Click on the down arrow on the right of the Authorized Signature box. The names that were entered as Authorized Signers will be displayed. If the Reimbursement Claims Official s name is not displayed, you may return to the Sponsor Application Menu and add them to your Authorized Signers. Click on the person s name that you wish to sign this claim. This person may not be an employee of a Food Service Management Company NSLP Sponsor User Manual.doc Page 63 of 99

65 Site Information Site Name Site IRN Revision Academy Ele Sch Meals/Milk Served Edit Check Documentation On File: Description Lunch Breakfast Snack Paid Student Meals Served at Price No. 1 /Paid Milk Served (If Applicable) Paid Student Meals Served at Price No. 2 Paid Student Meals Served at Price No. 3 Paid Student Meals Served at Price No. 4 Needy Free Student Meals/Milk Served (If Applicable) Needy Reduced Price Student Meals Served Non-Needy Student Workers Meals Served Total Student Meals Served Adult Milk Served (If Applicable) No. of Days Served Split Day Kindergarten - Preschool Site Claim form (continued) The heading for Milk will only appear in the far right column when a site has been approved for a Special Milk Program. Paid Students Served at Price No. 1 = the total paid meals served during the claim month at price number 1 as indicated on the site application. For Special Milk/Split Day Kindergarten Milk, this is the number of paid ½ pints of milk served to students. If milk is purchased in gallons, the total gallons served must be multiplied by 16 to obtain the total ½ pints of milk served. Paid Students Served at Prices No. 2 4 = the total paid meals served during the claim month at the individual prices as indicated on the site application NSLP Sponsor User Manual.doc Page 64 of 99

66 An error will stop the claim from approval if you claim meals for a meal price that was not indicated on the site application. Needy Free Students = the total free meals or milk served during the claim month to students with free eligibility classification. Needy Reduced Price Students = the total reduced price meals served during the claim month to students with reduced price eligibility classification. Non-Needy Student Workers = the total number of student workers meals served during the claim month to student workers who do not have free or reduced price eligibility and received meals at no charge. The reimbursement for Student Workers is equal to the Paid reimbursement. If you have a worker that is eligible for free meals, you should claim that workers meals with the Needy Free Students. Do not claim them in more than one category. Total Students Served = the sum of all student meals served during the claim month. CRRS does not total the number of meals served for you but it does check the total that you enter. When CRRS gives an Input Error because the total does not equal the column, check to be sure that all meal counts have been correctly entered. You may need to recheck the math on your Daily Worksheet. If the correct total is not entered, the claim will not be saved in CRRS. If you exit CRRS at this point, all data entered will be lost. Adult Milk Served = the number of ½ pints of milk served during the claim month to adults (this field is for Milk Programs only). No. of Days Served = the number of days that meals or milk were served during the claim month. Beginning and ending program months with less than 10 serving days may be combined with an adjacent month. Example: August has 9 serving days so it may be combined with the September claim. The same is true if June has 9 serving days or less that it may be combined with the May claim. In this case, the due date for Aug/Sept is 60 days from September 30 th ; and the due date for the May/June claim is 60 days from May 31 st. The number of days may be different for all the programs due to late starts or in-service days. All fields for a meal type being claimed must be completed. If this claim month you did not serve a single free lunch, you would just enter 0 in that field NSLP Sponsor User Manual.doc Page 65 of 99

67 Provision 2 Site Claiming Sites that have received prior approval from OSHN to participate in the Provision 2 option for a meal type and are currently establishing their base year must enter their meal counts as defined above. In succeeding non-base years, Provision 2 sites will only be required to enter the total meals served. CRRS will apply the claim percentages from the base year and will calculate and fill the paid, free and reduced price data fields. Non-Pricing (Meals at no charge) Program Site Claiming Sites that have chosen to provide meals at no charge to students, must count and claim meals by all eligibility categories. Meals are reimbursed at the eligibility classification determined by the individual student s annual Free or Reduced Price School Meals Application. Residential Child Care Institutions (RCCI) with no day school students Claiming All meals served will be claimed in the Needy Free Student category. RCCI with day school students Claiming Meals served to day students must be counted by eligibility classification determined by the individual student s annual application. Residential students are categorically eligible for free meals. Site & Area Eligible Snack Sites Claiming All snacks served at these types of sites qualify for free reimbursement. Only the Needy Free Student and Total Students Served fields will require data to be entered. Non Area Eligible Snack Site Claiming Sites that have chosen to provide meals at no charge to students, must count and claim meals by all individual eligibility categories. Meals are reimbursed at the eligibility classification determined by the individual student s annual Free or Reduced Price School Meals Application. Daily Worksheets Daily Worksheets are available in the Downloadable Documents on the OSHN website for every meal and milk program. The Daily Worksheets are sample forms to record and summarize daily reimbursable meals or milk served and daily cash receipts. These forms or 2005 NSLP Sponsor User Manual.doc Page 66 of 99

68 other acceptable formats, such as computerized point of sale reports, must be kept on file to support all monthly claims for reimbursement. Definition of a Reimbursable Meal A reimbursable meal must meet the following requirements: All required components of the meal type must be offered to all students. The student must have been served (have in their possession) the minimum number of components for that meal type. The student must be identified by their eligibility classification (free, reduced price or paid) Counted using an approved collection and counting procedure at the point of service (when all three of the above conditions have been met). Edit Check Edit checks must be performed on each of the meal counts prior to submitting the claim. Step 1: Compare the daily number of paid, reduced-price, and free lunches against the number of students eligible in each category times the Percentage Attendance Rate (attendance factor). Meal counts which are greater than the average daily attendance (ADA) must have documentation to support them. If the above average counts cannot be justified, appropriate corrections must be made before the monthly claim is submitted. More detailed instructions on Edit Check are available on the OSHN website at: The Percentage Attendance Rate is reported on the site application. Step 2: If there is documentation on file to support meal counts that are greater than the number of eligible students times the attendance factor times the number of serving days, click the Edit Check Documentation on File checkbox. CAUTION! A CLAIM FOR REIMBURSEMENT CAN NOT BE HONORED IF THE NUMBER OF MEALS CLAIMED FOR PAID, FREE OR REDUCED- PRICE IS GREATER THAN THE NUMBER ELIGIBLE APPLICANTS TIMES THE NUMBER OF SERVING DAYS NSLP Sponsor User Manual.doc Page 67 of 99

69 Eligibility Information Description Lunch Breakfast Snack Current ADM/Enrollment Split Day Kindergarten - Preschool Free Applicants Reduced Price Applicants Site Claim form (continued) Eligibility Information Current ADM/Enrollment = the current Average Daily Membership or Enrollment for the claim month. This is the number of students that may participate in the meal or milk program. Example: the school has an enrollment of 500 students in K-6 grade. The 100 kindergarten students do not have access to the lunch program at the school. They do participate in the Split Day Kindergarten-Preschool Milk Program. This school would report 400 ADM for lunch and 100 ADM for Milk RCCI ADM/Enrollment = the highest capacity or the highest daily number of residents on site during the claim month. Milk ADM/Enrollment = the highest daily number of ½ pints of milk served when milk is served at multiple serving times during a day. Example: A camp participates in the Special Milk Program. During the month they had an average of 100 campers per day. Milk was served during three meal periods. Campers could have unlimited milk servings. The highest daily number of ½ pints of milk served was 200. This camp would report 200 ADM. Free Applicants = the highest number of students with meal/milk applications approved for free meals/milk plus the number of categorically eligible students during the claim month. Categorically eligible students are students who are directly certified as receiving food stamps or OWF, enrolled in federally funded Head Start programs, enrolled in federally funded Even Start Family Literacy Programs at pre-kindergarten level and migrant students certified by the local migrant program. Example: The school begins the month with 100 free students. A family with six students enrolls and is approved for free meals during the month. The Free Applicants reported for the month would be NSLP Sponsor User Manual.doc Page 68 of 99

70 Example: The school begins the month with 106 free students: A family with six free students move away in the first week of the claim month. The Free Applicants reported for the month would be 106. Example: The school begins the month with 106 free students. A family with six free students was verified and their classifications changed during the month to reduced price. The Free Applicants reported for the month would be 106. If the school began the month with 100 reduced price students, the Reduced Applicants reported for the month would be 106. The next month the number of Free Applicants would drop down to 100 free students. Free Applicants for RCCI s = the highest daily number of residents on site during the claim month plus any free eligible day school students with approved free applications on file. Free Applicants for Milk Programs will only be reported if free milk applications are distributed. Reduced Price Applicants = the highest number of students with meal applications approved for reduced price meals during the claim month. The same examples shown above for free would apply to determine the number of applicants for the claim month. Description Special Milk Only Split Day Kindergarten - Preschool Total Cost of Milk Purchased Total 1/2 Pints Purchased Site Claim form (continued) Special Milk Only This section of the claim form is completed only for Special Milk Programs. Total Cost of Milk Purchased = the dollar value of all milk deliveries received during the claim month. Total ½ Pints Purchased = the number of ½ pints purchased during the claim month. If the school purchased milk in gallon containers, they will need to convert the gallons to ½ pints. A gallon of milk = 16 half-pints of milk. Note: if more milk is purchased than served during a claim month, CRRS will remember and carry over the remaining inventory for the next claim month. This value is used when CRRS validates that a sufficient number of ½ pints of milk were available to match the milk served during the claim month. YOU CANNOT CLAIM MORE ½ PINTS OF MILK FOR REIMBURSEMENT THAN YOU HAVE PURCHASED NSLP Sponsor User Manual.doc Page 69 of 99

71 Cash Receipts Description Lunch Breakfast Snack Split Day Kindergarten - Preschool Student Receipts Extra Milk Receipts a la Carte Receipts Adult Receipts Other Receipts Total Receipts Site Claim form (continued) Cash Receipts Tip: You must enter decimal points when reporting dollar values into CRRS (Example: not $11) Student Receipts = cash receipts collected from paid and reduced price students for meals served. This includes cash receipts for pre paid meals collected during the month. For Special Milk programs this is the cash receipts collected from milk sold to students and pre paid milk receipts collected during the claim month. Extra Milk Receipts = cash receipts for milk sold to students during the claim month. a la Carte Receipts = cash receipts for extra food and beverages sold to students during the claim month. Adult Receipts = cash receipts for food and beverages sold to adults during the claim month. Other Receipts = cash receipts for extra food and beverages sold to students at breakfast during the claim month. Computerized Point of Sale Systems (POS) The POS maintains student account balance information (money on account). When receipts are not identified in advance to be used strictly for meals or only for a la carte, the sponsor is unable to determine what category to report them. The POS maintains the remaining balance on account for the student to use NSLP Sponsor User Manual.doc Page 70 of 99

72 Example: the student brings in a check for $10 and purchases a meal for $2, the POS will assign $2 to Student Receipts and the remaining $8 is moved to their money on account balance. The next day the same student purchases $1 of ala carte in addition to a $2 meal. The POS moves the money out of their account to the Student Receipts and a la Carte Receipts categories and shows a decrease in the money on account. The value of the money on account is never reported in CRRS. The money is only reported when the student uses it. The sponsor must decide if they will refund remaining balances or transfer them to siblings at the end of the school year or allow them to be carried over for the next school year. Interest earned on this account balance is to be reported in the Labor and Other Costs Report section of this claim. Summer Waiver Meals Served Description Lunch Breakfast Snack Supper Total Student Meals Served No. of Days Served Total Enrollment Summer Waiver Cash Receipts Description Lunch Breakfast Snack Supper Student Receipts Extra Milk Receipts a la Carte Receipts Adult Receipts Other Receipts Total Receipts Site Claim form (continued) Summer Waiver The Summer Waiver Meals Served and Summer Waiver Cash Receipts sections will only display when the site has been approved for this program on their Site Application. The definitions for these fields are the same as the Meals/Milk Served and Cash Receipts sections described earlier NSLP Sponsor User Manual.doc Page 71 of 99

73 1 Inventory Cost Report Value of Beginning Inventory Purchased Food & Gov't Donated Food 2 Value of Purchased Food Received This Month 3 Value of Ending Inventory Purchased Food & Gov't Donated Food 5 Value of Government Donated Food Received This Month 7 Value of Beginning Inventory Non-Food Supplies 8 Value of Non-Food Supplies Received This Month 9 Value of Ending Inventory Non-Food Supplies 10 Value of Preparation and Serving Equipment 11 Value of Food Service Automotive Equipment Site Claim form (continued) Inventory Cost Report Only onsite and base kitchens report values for the Inventory Cost Report and the Labor and Other Costs Report. All costs for satellite kitchens are included in their base kitchen report. 1. Value of Beginning Inventory Purchased Food & Gov t Donated Food This is the total purchase value of all purchased food plus the market value of all government donated food in stock at the beginning of the claim month. This value may be equal to the ending value from the prior month. This value may be adjusted to account for food losses or transfers of food between sites within a sponsor s district. (More information on transfer procedures is provided below.) Records must be retained to account for any adjustments. 2. Value of Purchased Food Received This Month This is the total value of all deliveries of food items received during the claim month. This includes all food purchased for all meal types (breakfast, lunch, snack) as well as catering. This value is calculated when the food is received not when the invoice is paid because the food is available for use during the delivery month. Cash rebates may be reported here by reducing the value of purchases by the rebate amount. If not reported here, they must be reported on line #9 Other Incomes (Misc. Receipts Not Reported in Cash Receipts) located in the Labor and Other Costs section below NSLP Sponsor User Manual.doc Page 72 of 99

74 3. Value of Ending Inventory Purchased Food & Gov t Donated Food This is the total purchase value of all food plus the market value of all government donated food in stock at the end of the claim month. A physical inventory of all food items (example: full cases plus partial cases) must be taken monthly and multiplied by its original purchase value or current market value if it is a government-donated food. 5. Value of Government Donated Food Received this Month This is the market value (the equivalent purchase value if the sponsor were to purchase this item from their local vendor) of the government-donated food received this month. THIS IS NOT THE VALUE OF THE COMMODITY DELIVERY INVOICE (Charge Per Unit) OR THE TOTAL ENTITLEMENT VALUE (USDA Unit Cost) ORDERED. Market values should be updated at least annually. If the sponsor is not able to locate a similar product from their local vendors, they may use the USDA Unit Cost (entitlement value) from CATS. Commodity Code Description USDA Unit Cost Charge Per Unit A099 FROZEN CARROTS 30 LB CTN Value of Beginning Inventory Non-Food Supplies This is the total purchase value of all purchased non-food supplies in stock at the beginning of the claim month. This value may be equal to the ending value from the prior month. This value may be adjusted to account for transfers of supplies between sites within a sponsor s district. (More information on transfer procedures is provided below.) 8. Value of Non-Food Supplies Received this Month This is the total value of all deliveries of non-food items received during the claim month. This value is calculated when the supplies are received not when the invoice is paid because the supplies are available for use during the delivery month. Small equipment purchases with an individual value of less than $300 (example: utensils, trays, carts) should be reported with non-food supplies. They do not need to be inventoried monthly. 9. Value of Ending Inventory Non-Food Supplies This is the total purchase value of all non-food supplies in stock at the end of the claim month. A physical inventory of all supplies (example: full cases plus partial cases) must be taken monthly and multiplied by its original purchase value NSLP Sponsor User Manual.doc Page 73 of 99

75 10. Value of Preparation and Serving Equipment This is the original purchase value in whole dollars (do not report cents) of preparation and serving equipment that: a. Was purchased with food service account funds. b. Has an original purchase value of more than $300. c. Are items less than 12 years of age. Equipment not purchased with food service funds and older than 12 years should be inventoried but not reported. This value will be used to calculate the depreciation value that is reported on the bottom of the MR-40 report. Do not report a depreciated value. Report the full purchase value of the equipment. 11. Value of Food Service Automotive Equipment This is the original purchase value in whole dollars (do not report cents) of food service automotive equipment purchased with food service funds that is under five years of age. The value of food service equipment reaching five years of age should not be reported but should remain on the inventory as long as it is in service. Equipment not purchased with food service funds should be inventoried but the value is not reported. Procedures for Inventory Transfers 1. Add the value of transferred purchased food, government donated food and supplies to the beginning inventory of the receiving school. 2. Subtract the value of transferred purchased food, government donated food and supplies from the beginning inventory of the sending site. 3. Maintain a record with the inventories to explain the month-to-month variances in the beginning inventories. 4. DO NOT ADD TRANSFERRED VALUES TO THE VALUE RECEIVED THIS MONTH (Lines 2, 5 or 8). Doing this will result in reporting the items received twice by the sponsor. Central Warehouse Inventory A central warehouse is defined as a storage facility where the inventory of food or non-food supplies is kept, which is not designated to an individual site. Procedure for reporting inventory: Maintain an inventory of all products kept in the central storage. o Keep this inventory in the sponsor files but do not report on the monthly claim forms. o Deliveries received by the central warehouse are not reported on the monthly claim forms NSLP Sponsor User Manual.doc Page 74 of 99

76 Deliver/transfer product from the central storage to the individual sites as needed. o Document the transfer on paper. o Report the value on the delivery/transfer on the monthly Site Claim Form, Inventory Cost Report on the appropriate line. Line #2 Value of Purchased Food Received Line #5 Value of Government Donated Food Received Line #8 Value of Non-Food Supplies Received Site Claim form (continued) Labor and Other Costs Report 1. Food Service Direct Labor Costs Report the actual value of food service labor costs during the month for all food service activities (lunch, breakfast, snack, catering, etc.). This value includes paid student labor, overtime, substitute labor costs, sick leave, paid holidays and prorated annual salaries. Method to Prorate Annual Labor Costs 1. Add together the dollar value of contracted employee salaries (which includes wages, holidays and vacations) as known at the beginning of the school year for the site. 2. Determine the total number of planned serving days for the site. 3. Calculate the Per Serving Day Labor Cost by dividing salaries (a) by total serving days (b) 4. Calculate each month s salaried labor costs by multiplying the Per Serving Day Labor Cost by the projected number of serving days in each month NSLP Sponsor User Manual.doc Page 75 of 99

77 Method to Calculate the Claim Month Direct Labor Cost a. Total all overtime, substitute, catering labor costs used in the claim month. These are additional costs that were not included in the Annual Labor Costs used in the prior section. Holidays and Sick Leave were already taken into consideration in the Annual Labor Costs so they do not need to be added a second time. b. Add the cost calculated in (a) to the Monthly Labor Cost calculated for this claim month from the prior section. 2. All Fringe Benefits Except Retirement and Worker s Comp This is the value of fringe benefits for the employees that the sponsor reported labor costs for in #1. Retirement (or Social Security for non-public employees) and Worker s Comp are calculated based on the numbers entered into the Sponsor Application. If no numbers were entered on the Sponsor Application but the sponsor does pay these costs, they must be reported here. The School Employees Retirement System (SERS) surcharge (additional retirement payment required by Ohio law for employers to contribute to a part time employees retirement account when their annual wages fall below $25,900) usually billed sometime in January to public school districts should be reported here. You may prorate this amount over the remaining month s claims or report it in the month the bill is received. Fringe benefits include hospitalization, life insurance, dental, vision, disability, etc. that are paid by the sponsor and not the employee. Method to Prorate Annual Fringe Benefits 1. Total the annual cost of all fringe benefits 2. Determine the number of months the sponsor will file claims. 3. Divide the total cost by the number of months to obtain the Monthly Fringe Benefits to report. 3. Total Number of Food Service Labor Hours Used This Month This is the number of hours worked by food service employees during the claim month. In addition to regularly scheduled hours, prorated annual labor hours, substitute, overtime and catering hours are included. Holiday and sick hours paid should not be included. Volunteer and unpaid student labor hours worked may be included if those hours are considered essential to the food service operation. If the sponsor could not have the unpaid workers time, would they need to employ additional paid labor to complete the required work? This number is used to calculate the productivity of meals per labor hour for the Management Reports (MR Reports) 2005 NSLP Sponsor User Manual.doc Page 76 of 99

78 Method to Prorate Annual Labor Hours a. A full time employee that works year round would average 40 hours/week times 52 weeks for 2080 hours per year. b. Subtract the number of holiday hours for the current year. c. Divide by the number of serving days to get the average hours per serving day. d. Multiply average hours per serving day by the number of serving days in the claim month. 4. Cost of Purchased Services Purchased services include equipment repairs, equipment maintenance contracts, other maintenance fees, refuse removal, laundry services, management and consultant fees, utilities, insurance, fire and health inspections and licenses, postage, printing, mileage, conference fees, etc. The COMMODITY DELIVERY INVOICE is reported here. This is the location to report any invoice that is paid with food service funds that is not directly a food, supply, labor or fringe benefit cost. If student wages are paid that do not require retirement or worker s compensation to be paid, they would be reported here. Other Functions (Catering) If all food, labor and non-food supplies are paid through the food service account for other functions, the sponsor must report those costs in the following three areas. If all catering food, labor and non-food costs are paid out of a separate account (no federal or state funds deposited to this account), the sponsor may choose not to report in the following three areas. Revenues deposited to this separate account would not be reported then in item #9 Other Incomes (Misc. Receipts Not Reported in Cash Receipts) 5. Cost of Food Sold to Other Functions The value of food used for food service functions outside of the normal school meal programs. This would include but not be limited to athletic banquets, teacher appreciation breakfasts, open house and meals sold to other schools or organizations. Requesting separate delivery invoices from your vendors will make this task easier. 6. Cost of Labor Sold to Other Functions The value of labor used for food service functions outside of the normal school meal programs. 7. Cost of Non-Food Supplies Sold to Other Functions The value of non-food supplies used for food service functions outside of the normal school meal programs NSLP Sponsor User Manual.doc Page 77 of 99

79 8. Food Service Fund Beginning Cash Balance This should be obtained from the treasurer (fiscal officer ) cash journal. If the balance is negative, enter a minus sign (-) before the figure. Do not use parentheses. REPORT THIS NUMBER ON ONLY ONE SITE CLAIM PER DISTRICT. 9. Other Incomes (Misc. Receipts Not Reported in Cash Receipts) Report here all other income that has not been reported in Cash Receipts. This may include catering receipts, rebates (if not already used to discount invoices in the Inventory Cost Report above) and any other miscellaneous funds received. Permanent General Fund transfers would be reported here. Do not report temporary loans. 10. Receipts from Other Agencies Report here receipts from other agencies or federal programs that are specifically designated for food service. Grants could be reported here if costs associated with the grant are also reported on the claim. Site Claim form (continued) Breakfast Program Data Only onsite and base kitchens report values for the Breakfast Program Data. All costs for satellite kitchens are included in their base kitchen report. The Base Kitchen does not have to participate on the Breakfast Program to report costs for one of its satellites NSLP Sponsor User Manual.doc Page 78 of 99

80 Purchased Food Used = the total value of food used for the breakfast program at this site (or at all sites served by this base kitchen). This value is not to be subtracted from the food costs reported in the Inventory Cost Report above. Value of Donated Food Used for Breakfast = the total value of donated food used for the breakfast program at this site (or at all sites served by this base kitchen). This value is not to be subtracted from the donated food costs reported in the Inventory Cost Report above. Supplies Used = the total value of supplies used for the breakfast program at this site (or at all sites served by this base kitchen). This value is not to be subtracted from the supply costs reported in the Inventory Cost Report above. Purchased Services Used = the total value of purchased services used for the breakfast program at this site (or at all sites served by this base kitchen). This value is not to be subtracted from the cost of purchased services reported in the Labor and Other Costs Report above. Paid Labor = the total value of labor used for the breakfast program at this site (or at all sites served by this base kitchen). This value is not to be subtracted from the costs of labor reported in the Labor and Other Costs Report above. Fringe Benefits = the total value of fringe benefits used for the breakfast program at this site (or at all sites served by this base kitchen). This value is not to be subtracted from the costs of fringe benefits reported in the Labor and Other Costs Report above. Breakfast Labor Hours = the total value of labor hours used for the breakfast program at this site (or at all sites served by this base kitchen). This may include This value is not to be subtracted from the labor hours reported in the Labor and Other Costs Report above. When all information has been entered, click on Submit NSLP Sponsor User Manual.doc Page 79 of 99

81 If errors exist in the claim, the following screen will appear. School Lunch Claim Form Sponsor Information Sponsor Name IRN Claim Date Revision No. YMCA Outdoor Center Jun Site Information Site Name IRN Revision No. YMCA Outdoor Center Claim Not Approved Due To Errors Claim Errors Code Description Type Site Claim results screen The YTD total of Paid, Free and Adult Milk served for this site exceed the YTD Total 1/2 Pints Purchased for this site YTD 1/2 Pints of Milk Served to Adults for all sites must be less than or equal to YTD Total 1/2 Pints Purchased for all sites Critical Error Critical Error In the above example the error type Critical Error means the claim is Inactive and will not be paid. Click on <Back to make the necessary modifications to activate the claim. When all errors have been corrected the following screen will appear. School Lunch Claim List screen This claim s status is Ok to Pay. The claim can be Modified or Deleted until it is processed for payment and posted NSLP Sponsor User Manual.doc Page 80 of 99

82 Click on <Back to view a sponsor summary. The dollar value displayed in the Claim Amount column is the amount of reimbursement that will be paid for this claim month. Sponsor Claim Summary screen Claim Recap Click on Recap to view the following screen. NSLP Claim Recap screen This screen displays how the reimbursement is calculated. This report is a summary of all site claims reported by the sponsor for this claim month NSLP Sponsor User Manual.doc Page 81 of 99

83 Claim Revisions Sponsors may file revisions after a claim has been processed anytime prior to the 60-day deadline. If the revision will not increase reimbursement earned, the sponsor may file revisions after the 60-day deadline. This is useful when a sponsor discovers an error in cost reporting. To file a revision 1. Select Claims 2. Select Claim Entry 3. Select the Program Year 4. Select the Claim Month you wish to revise School Lunch Claim(s) Monthly Claim Form Sponsor Name County IRN Month Claimed Program Year Academy Ele Sch Lucas Sep Claim(s) Revision Number Received Process Claim Date Date Amount Status Action 0 10/03/ /06/2003 $16, Processed View Recap < Back Cancel Add Revision 5. Click <Add Revision 6. Select the site you wish to revise by clicking on Add Revision 7. Modify only the data that you wish to change 8. Click the Submit button NSLP Sponsor User Manual.doc Page 82 of 99

84 Late Claims If the claim filed results in an increase in reimbursement and is more than 60 days from the last day of the claim month, the following error screen will be displayed. School Lunch Claim Form Sponsor Information Sponsor Name IRN Claim Date Revision No. Eagle Group Home Nov Site Information Site Name IRN Revision No. Eagle Group Home Claim Not Approved Due To Errors Claim Errors Code Description Type 448 Claims cannot be accepted if received more than 60 days from the last day of the claim month. Please contact CNS. Critical Error Site Claim results screen A sponsor may request to file a late claim once every three years. This is called a One Time Exception. To request a One Time Exception, the sponsor must submit a written request on sponsor letterhead to OSHN. The request must include the following: 1. The Sponsor s name and IRN 2. The claim month and year that the request is for 3. The reason why the claim was filed late 4. The corrective action to prevent a late claim to be filed in the future. The request may be mailed or faxed to: Ohio Department of Education Office for Safety, Health and Nutrition 25 South Front Street, Mail Stop 201 Columbus, Ohio FAX (614) If the sponsor has not submitted the claim into CRRS, they must complete all the site claims so that the only error message shown is the one displayed above. If the exception is approved, the claim will be released for processing within five business days NSLP Sponsor User Manual.doc Page 83 of 99

85 Claim Inquiry Click on Claim Inquiry and the following screen will appear. NSLP Claim Inquiry screen This screen displays the Claim Amount and Status by Month Claimed. When the status of the payment is paid, a Voucher Number will be displayed. National School Lunch Program Claim Inquiry Sponsor Information Sponsor Name IRN Academy Ele Sch Claims Submitted YTD School Year: 2004 Month Claimed Revision Number Date Received Date Processed Voucher No. Claim Amount Status Aug /4/2003 $0.00 Errors Sep /3/ /6/ $16, Paid Oct /14/ /19/ $15, Paid Nov /15/ /16/ $12, Paid Nov /23/2004 4/30/2004 $0.00 Paid Dec /13/2004 1/21/ $9, Paid Jan /18/2004 2/19/ $10, Paid Feb /9/2004 3/11/ $14, Paid Mar /7/2004 4/13/ $14, Paid Apr /17/2004 5/19/ $9, Paid May /16/2004 6/30/ $12, Paid YTD Earned $115, < Back Cancel 2005 NSLP Sponsor User Manual.doc Page 84 of 99

86 Claim Upload Sponsors with a large number of reporting sites that compile their claim information with electronic files may be able to upload those files to CRRS. This replaces the need to individually enter all the site claim data manually. A File Transfer Protocol (FTP) layout is available from OSHN. All files to be uploaded must be in the correct format for a successful upload. To upload a claim file: Click on Claim Upload and the following screen will appear. Claim Upload screen Follow the instructions and click Submit NSLP Sponsor User Manual.doc Page 85 of 99

87 6 Financial Management The CNP Web Financial Management component allows NSLP home page Financial Management Menu screen Click once on Financial Management and the above sidebar menu will be displayed. The menu options under Financial Management are: Payment Summary Summary of payments to the sponsor State Match Breakfast Allows sponsors to view their State Match Breakfast State Match Lunch Allows sponsors to view their State Match Lunch Management Rpts Access to the Management Reports Further explanation of the above choices will be covered in the following sections NSLP Sponsor User Manual.doc Page 86 of 99

88 Payment Summary Click once on Payment Summary and the following screen will appear. Payment Summary Program Year Selection screen This screen displays the existing program years. The beginning and ending date for each program year is also shown. The Program years are displayed in blue. Click once on a program year and the following payment summary selection screen will appear. The Payment Summary screen displays the report period, which in this example is Program Year To change the program year, click on the arrows to the left or right of the year. The left arrow goes to the previous year. The right arrow advances to the following year. Sponsor Payment Summary List screen 2005 NSLP Sponsor User Manual.doc Page 87 of 99

89 Select a Process Date to display the Payment Summary by Process Date screen. Payment Summary by Process Date Click on <Back to return to the Sponsor Payment Summary List NSLP Sponsor User Manual.doc Page 88 of 99

90 State Match Breakfast Click once on State Match-Brkfast to display the State Match Breakfast Program Year Selection screen. This is available to Public School Districts participating in the School Breakfast Program. State Match Breakfast Program Year Selection screen This screen displays the existing program years. The beginning and ending date for each program year is also shown. The Program years are displayed in blue. Click once on a program year and the following State Reimbursement Breakfast selection screen will appear NSLP Sponsor User Manual.doc Page 89 of 99

91 State Reimbursement Breakfast Listing screen This screen displays the Projected Monthly State Reimbursement by month for the selected sponsor. Since the state pays a specific amount for each meal served, this amount is an estimate. When claims are paid the Distributed Monthly State Reimbursement column will display the actual amount paid. Click on Site Reimbursement Listing to view the distribution to each site. District Information screen This screen shows total Meals by type and Total Projected Reimbursement. Click on <Back or Cancel to return to the previous screen NSLP Sponsor User Manual.doc Page 90 of 99

92 State Match Lunch Click once on State Match-Lunch and the following screen will appear. This is available to Public School Districts participating in the National School Lunch Program in the prior program year. State Match Lunch Program Year Selection screen This screen displays the existing program years. The beginning and ending date for each program year is also shown. The program years are displayed in blue. Click once on a program year NSLP Sponsor User Manual.doc Page 91 of 99

93 State Reimbursement Lunch Listing screen This screen displays the Projected Monthly State Reimbursement by month for the selected sponsor. Since the state pays a specific amount for each meal served, this amount is an estimate. When claims are paid the Distributed Monthly State Reimbursement column will display the actual amount paid NSLP Sponsor User Manual.doc Page 92 of 99

94 Management Reports Click once on Management Reports and the following screen will appear. Management Reports Program Year Selection screen This screen displays the existing program years. The beginning and ending date for each program year is also shown. The Program years are displayed in blue. Click once on a program year NSLP Sponsor User Manual.doc Page 93 of 99

95 Management Reports Menu To view a management report, select a Report Month, using the drop down arrow then click on the GO! button for the report NSLP Sponsor User Manual.doc Page 94 of 99

96 7 Maintenance The CNP Web Maintenance component allows users to change their password and modify contact information, including phone and information. NSLP home page Maintenance Menu screen Click once on Maintenance and the above sidebar menu will be displayed. The menu option under Maintenance is: User Preferences This option allows you to change your password and modify contact information. Further explanation of the above option will be covered in the following section NSLP Sponsor User Manual.doc Page 95 of 99

97 User Preferences Click on Maintenance and then on User Preferences to view Update the Login Profile. This screen contains the User Name, Login ID, Current Password, New Password, Confirm Password, Address, and Phone Number. There is also a reminder question and answer. In order to change any of the above information the current password must be entered. After all information has been entered click on Submit NSLP Sponsor User Manual.doc Page 96 of 99

98 8 Reports The CNP 2000 Reports components allow users to run, view and print program related reports. Report parameters may be selected allowing some reports to be semi-customized to the user s specific needs. NSLP home page Reports Menu screen Click on NSLP Reports to view the reports that are currently available. Sponsor reports are under development for release during the 2005 Program Year NSLP Sponsor User Manual.doc Page 97 of 99