Claiming Reimbursement for the School Nutrition Programs

1. Claiming Reimbursementfor the School Nutrition Programs Presented by Linda Krueger Nutrition Program Consultant School Nutrition Team

2. Handouts

3. Focus of this webcast: • Compiling data for claims. • Submission of accurate claims (both monthly & annual) • Receipt of federal & state reimbursement

4. Submission of Accurate Claims • Accurate daily Point of Service meal counts (free, reduced and paid) by school • Attendance adjusted edit check on each school’s daily meal counts • Consolidation of meal counts • Submission of monthly claim electronically

5. Point of Service Meal Count Systems Meal Counting Systems • Electronic Debit • Bar Codes • Personal identification numbers (PIN) • Tickets • Check-off List

6. Point of Service (POS) • The point where it can be determined that a student has received a reimbursable meal, after having been offered all of the required components. (end of line)

7. Alternate to the Point of Service Meal count is taken at the beginning of the line, with another adult at the end of the line monitoring the student’s tray to ensure that they have a reimbursable meal. If not, there must be a system in place for sending the student back for the needed items or subtracting their meal from the meal count to be used for claiming.

8. Meal Counts by School • The number of “schools” or “sites” for your agency is based on the number of “schools” listed on Schedule A of your on-line program renewal. • There may be more than one “school” within a building. • You must be able to retrieve meal counts for each “school”.

9. Edit Check (Attendance Adjusted Eligible ) • If using an automated system, may be able to do within system • If doing manually, a prototype is posted on our website at http://fns.dpi.wi.gov/files/fns/doc/editcheck.doc

10. Edit Check (Attendance Adjusted Eligible ) Highest # of Student Attendance Factor Highest # of Lunches Approved in Month (average daily attendance Expected for Any ÷ school enrollment) Serving Day Free ________________ X _________________ = ________________ Reduced-Price ________________ X ________________ = ________________ Paid ________________ X ________________ = ________________

11. Edit Check (Attendance Adjusted Eligible ) Highest # of Student Attendance Factor Highest # of Lunches Approved in Month (average daily attendance Expected for Any ÷ school enrollment) Serving Day Free _______15_______ X _____.962_________ = __14.4 or 15___ Reduced-Price ________8_______ X _____.962_________ = ____7.7 or 8____ Paid ______216______ X _____.962_________ = _207.8 or 208__

12. Consolidation of School Claims for Submission of Reimbursement Claim • Make sure edit check has been conducted on each school’s counts • Total the free, reduced, paid and non-reimbursable meals for each program you participate in.

13. Monthly Claim for Federal Reimbursement • National School Lunch Program • School Breakfast Program • Severe Need Breakfast Program • Afterschool Snack • Afterschool Snack – Area Eligible • Special Milk Program

14. When to Submit the Claim • Claims can be submitted anytime after the last day of the claiming month. • Claims must be submitted within 60 calendar days from the last day of the claiming month. • An SFA may be granted one 60-day exemption during a three-year period.

15. How to Submit the Claim • All claims are submitted electronically under On-Line Services on our main webpage: http://fns.dpi.wi.gov/fns_index • Internet Claim Manual for National School Lunch Program available at the above website. • You will need to have your SFA-specific agency code and password to log in. (If you don’t know or have this, or wish to change the password, contact Jacque Jordee at 608-267-9134.)

18. School Nutrition Program

19. Monthly Reimbursement Claim

20. National School Lunch Program

21. Enter Claim

23. View-Print Claim

25. Payment Information

26. School Breakfast Program

27. Enter-Modify Claim

28. Regular School Breakfast (SB) OR Severe Need School Breakfast (SBSEVERE)

29. Logout

31. view 1234567

33. Reimbursement Claims Reimbursement Claim                              1. Child And Adult Care Food Program                           2. School & RCCI                           3. Summer Food Service Program                           4. Main Menu School & RCCI

34. School & RCCI Reimbursement Claims                       1. School and RCCI Monthly Claims                               2. Annual Financial Report                               3. State Programs' Annual Claim                               4. Main Menu School & RCCI Monthly Claims                  1. National School Lunch (NSL)                               2. School Breakfast (SB)                               3. School Breakfast Severe Need (SBSEVERE)                               4. Snacks (SK)                               5. Snacks-Area Eligible (SK-NSLAE)                               6. Special Milk (SMP)                               7. Previous Menu

36. National School Lunch ProgramJULY 1, 2009 - JUNE 30, 2010 FEDERAL REIMBURSEMENT FULL PRICE $ .25 REDUCED PRICE $ 2.28 FREE $ 2.68 What to Expect Once Claim is Submitted

37. School Breakfast ProgramJULY 1, 2009 - JUNE 30, 2010 FEDERAL REIMBURSEMENT FULL PRICE $ .26 REDUCED PRICE $ 1.16 FREE $ 1.46 What to Expect Once Claim is Submitted

38. Reimbursement RatesEffective July 1, 2009- June 30, 2010 For more information regarding current reimbursement rates, visit our webpage: fns.dpi.wi.gov/fns_index Reimbursement Rates

39. How is Payment Recieved • Public schools receive an electronic transmittal notice • Private schools and RCCIs receive a check

40. When is Payment Received Federal Reimbursement – monthly as claims are submitted • Claim is processed on the first Tuesday after it is submitted. • Payment is made on the second Monday after the claim has been processed.

41. Example of Processing and Payment Timeframes Claim for September is submitted on-line on October 13, 2009 Claim is processed the first Tuesday after submission – October 20, 2009 Payment is issued the second Monday after processing. Deposit is electronically completed for public schools. For private schools and RCCIs, this is the date the check is issued. November 2, 2009

42. Annual Claims for Reimbursement • Wisconsin School Day Milk Program • Wisconsin Elderly Nutrition Program Claims are made for these programs electronically anytime after the last claiming day of the school year and before August 31st.

43. State Programs’ Annual Claim & Reporting

44. Wisconsin School Day Milk Program Elderly Nutrition Program

45. State Matching Payments(Paid Annually) • State payments are based on prior year’s performance and are received automatically by the School Food Authority (SFA) for both the National School Lunch Program and the School Breakfast Program. • Rate of reimbursement is found at: http://fns.dpi.wi.gov/fns_fincou1 (#3 under SY 2009-2010: To be used by schools for applications distributed to schools up until July 1, 2010.)

46. Please feel free to contact us if you have further questions or need clarification: Personnel Directory – http://fns.dpi.wi.gov/fns_directory • Phone numbers • Email addresses • Fax numbers

47. 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.

48. Thank you for your participation today! Ensuring accurate claims for your School Nutrition Programs is an important part of administering your programs.