KN-CLAIM Kansas Nutrition - CLaims And Information Management Quick Reference for Fresh Fruit & Vegetable Program (FFVP) Reimbursement Claims Child Nutrition & Wellness Kansas State Department of Education August 2017
Child Nutrition & Wellness Kansas State Department of Education Landon State Office Building 900 SW Jackson Street, Suite 251 Topeka, KS 66612-1212 Phone: 785-296-2276 Fax: 785-296-0232 www.kn-eat.org In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) Fax: (202) 690-7442; or (3) Email: program.intake@usda.gov. This institution is an equal opportunity provider. Your comments and suggestions are always welcome. If you have questions, please call 785-296-2276 or contact your area consultant.
KN-CLAIM School Nutrition Programs Quick Reference for Fresh Fruit & Vegetable Program Reimbursement (FFVP) Claims What is KN-CLAIM? It is the Child Nutrition & Wellness web-based computer system. The acronym stands for Kansas Nutrition CLaims And Information Management. Help is Available! We have done our best to assure that KN-CLAIM works correctly and is easy to use. However, there is always room for improvement. Please let us know if you encounter any problems or need assistance with using the system. Do you need help using KN-CLAIM or have a system problem to report? Call 785-296-2276 and ask for KN-CLAIM support. This Quick Reference Covers How To: A. Access KN-CLAIM and Log-in B. Navigate to FFVP Reimbursement Claim Form C. File an Original Claim D. Revise an Original Claim Before Payment E. Revise a Claim After Payment Has Been Made 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 1
A. Access KN-CLAIM and Log-in 1. Go to www.kn-eat.org. 2. Select <KN-CLAIM> from the left Key Links menu. 3. Log in using your user name and password. If this is the first time logging into the new KN-CLAIM system, users will need to Register and create a new login and password while requesting access to KN-CLAIM. Specific instructions can be found at www.kn-eat.org, SNP, Guidance, KN-CLAIM Quick Reference Guides, Accessing KN-CLAIM. IMPORTANT! Never share your user name and password. B. Navigate to FFVP Reimbursement Claim Form 1. Program Selection Menu Click <SNP>. 2. Program Year Selection Click on the current program year. 3. Sponsor Summary Click <Claims> tab. FFVP Claims are found directly beneath SBP and NSLP Reimbursement Claims on the Claims tab. C. File an Original Claim The original claim is version 0. 1. Select the claim month. Click on <Expand Claim> button next to the claim month for a list of all sites to be claimed. The Expand Claim button is found on the left hand side of the screen and has the image of a file folder. 2. Complete Site Claims(s) - Repeat process below for each site: Click the <Add Claim> button on the row of the site name. The Add Claim button can be found on the right hand side of the screen and has the + image on it. 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 2
FFVP Reimbursement Claim Complete all information FFVP Contact a. Enter name and phone number of FFVP contact. b. If previous data has pulled forward, verify FFVP Contact information is accurate. If not, enter new or updated information. Fruits, enter a. Type of fruit purchased (Example - Jonathan Apples) b. Size/Weight of Purchase Unit (Example - 5 pounds, 20# case, 1 box, etc.) c. Number of units purchased d. Cost per unit **Do not use dollar signs when entering this data. e. Click the <+> button at the end of the line to save data entered. f. Cost will be automatically calculated and added to the operating costs listed at the bottom of the page. g. Repeat steps above for each fresh fruit purchased. Vegetables, enter a. Repeat steps listed for fruits. 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 3
Labor, enter a. Name of employee working on FFVP and any additional information to describe pay (Example Jane Doe, 2 hours @ $10/hour). b. Total cost - amount paid to employee. **Do not use dollar signs when entering data. c. Click the <+> button at the end of the line to save data entered. d. Repeat steps above for each employee. Small Supplies and Other, enter a. Item purchased (Example Napkins) b. Description of item purchased (Example Package of 500) c. Number of units purchased d. Cost per unit **Do not use dollar signs when entering data. e. Click the <+> button at the end of the line to save data entered. f. Cost will be automatically calculated and added to the operating costs listed at the bottom of the page. g. Repeat steps above for additional supplies. 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 4
Administration, enter a. Description of expense item. This field can include notes to detail expense. (Examples Mrs. Foodservice director, planning time, 3 hours @ $15/hour or Cart, used 75% of time on FFVP, $200 x 0.75) b. Total cost of the expense. Note, equipment cost must be approved prior to purchase and prorated to account for the percentage of time used on the FFVP. **Do not use dollar signs when entering data. c. Click the <+> button at the end of the line to save data entered. d. Repeat steps above for additional administrative expenses. Editing Information - To edit a saved entry, click on the <Edit Claim> button, which is located on the right hand side of the line item and has a picture of a pencil. Make needed changes and click on the blue <Save> button to the right of the line item and has the image of a disk on it. button at the bottom of the page to exit. Click the <Save> Deleting Information - To delete a saved entry, click on the <Delete> button, which is located on the right hand side of the line item and has a picture of a trashcan. This line item will be deleted from the claim form. 3. Submitting Site Claim Click Save at the bottom of the page. A box at the top of the screen will say either: 1) The Fresh Fruit & Vegetable Program Claim was posted to the database with a status of Pending Submission. or 2) The Fresh Fruit & Vegetable Claim was posted to the database with a status of Errors Detected. If there are no errors, click the <Exit Page> button to go to the Site Claim Listing. Site Claim s status will be pending. If there are errors in the amount claimed, click the <Continue> button to go back to the site claim and correct the errors. To go back to the Site Claim Listing, click the <Exit Page> button. Until the errors are corrected the Site Claim s status will be Error. Claims may either be revised at this time or remain in error status until reviewed by KSDE. 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 5
Repeat Steps 2 and 3 for all participating sites. 4. Submitting Sponsor Claim Once claims have been entered for all sites, return to claim month. Click the <Edit Claim> button next to the total for the month. The Edit Claim button has the image of a pencil and is located on the right hand side of the screen. Review the total amount of claims from all sites. Click the certification box. Click Save. A box at the top of the screen will say that The Fresh Fruit & Vegetable Claim was posted to the database with a status of Pending Approval. Click Exit Page to return to the claim list Sponsor Claim s status will be Pending Approval To review a claim without sending to KSDE for approval, do not click the certification checkbox on the Sponsor Claim. Sponsor Claim s status will be pending. IMPORTANT! The Sponsor Claim must be approved by KSDE in order for payment to be made. 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 6
E. Revise an Original Claim Before Payment 1. Contact KSDE at 785-296-2276 and ask for the FFVP Coordinator who will put the FFVP claim into pending status. 2. Once in pending status, complete steps A & B to get to the claims tab and navigate to the FFVP Claims section. 3. Select the month in need of revision. Click on <Expand Claim> button which looks like a file folder and is found to the left of the claim month. This will provide a list of all sites to be claimed for the month selected. 4. Edit the Site Claim. Click on the <Edit> button for the site claim to be changed. The edit button looks like a pencil and is located on the right hand side of the screen. Change information on the site claim. Click the <Save> button. If there are no errors, a post confirmation screen will appear stating the site claim is in a status of complete. Click <Exit Page> to return to the claims tab. If there are errors, read prompts on screen and fix errors. Click the <Save> button. Repeat process for each site in need of modification. IMPORTANT! Only a Site Claim with changes needs to be saved again. 5. Re-Certify Sponsor Claim. Click the <Edit> button on the Sponsor Claim line for the month being edited. The edit button can be found on the right hand side of the screen and looks like a pencil icon. This screen displays the consolidated Sponsor Claim from the Site Claim(s). Review the totals for all categories. Click the certification box. Click Save. A box at the top of the screen will say that The Fresh Fruit & Vegetable Claim was posted to the database with a status of Pending Approval. Click Exit Page to return to the claim list Sponsor Claim s status will be Pending Approval To review a claim without sending to KSDE for approval, do not click the certification checkbox on the Sponsor Claim. Sponsor Claim s status will be Pending. IMPORTANT! The Sponsor Claim must be in approved status in order for payment to be made. 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 7
F. Revise a Claim After Payment Has Been Made If a claim needs to be changed after it has been paid, KN-CLAIM will create a revised claim. The first revised claim is version 1 (one). There is no limit on how many claim revisions can be submitted. Each revision has a number that is 1 (one) greater than the last revision. 1. Complete A and B to get the claims tab. Navigate to the FFVP Claim section. 2. Select the month in need of revision. Click on <Expand Claim> button which looks like a file folder and is found to the left of the claim month. This will provide a list of all sites to be claimed for the month selected. 3. Edit the Site Claim. Click on the <+> button on the right hand side of the screen in order to edit the site claim. Change information on the site claim. Click the <Save> button. If there are no errors, a post confirmation screen will appear stating the sponsor claim is in a status of pending. Click <Exit Page> to return to the claims tab. If there are errors, read prompts on screen and fix errors. Click the <Save> button. Repeat process for each site in need of modification. IMPORTANT! Only a Site Claim with changes needs to be saved again. 4. Re-Certify Sponsor Claim. Click the <Edit> button on the sponsor claim line for the month being edited. The edit button can be found on the right hand side of the screen and looks like a pencil icon. This screen displays the consolidated Sponsor Claim from the Site Claim(s). Review the totals for all categories. Click the certification box. Click Save. A box at the top of the screen will say that The Fresh Fruit & Vegetable Claim was posted to the database with a status of Pending Approval. Click Exit Page to return to the claim list Sponsor Claim s status will be Pending Approval To review a claim without sending to KSDE for approval, do not click the certification checkbox on the Sponsor Claim. Sponsor Claim s status will be Pending. IMPORTANT! The Sponsor Claim must be in approved status in order for payment to be made. 8/2017 Child Nutrition & Wellness, Kansas State Dept. of Education Page 8