Child Nutrition Programs: Summer Food Service Program Application and Claim Processing Training Guide

1. Child Nutrition Programs Summer Food Service Program – Application and Claim Processing Training Guide March, 2007 Prepared by

2. Disclaimer All data used in this document and the accompanying demonstration, including names, addresses and all identification information is strictly fictitious.

3. What’s New The NH Department of Education continues to add new features and functions to the Child Nutrition Program (CNP) System on the Internet. In order to make your reporting easier we have recently added web forms for processing the annual applications and monthly claims for the Summer Food Service Program (SFSP). Templates for supporting documentation are also available via the CNP system. These documents can be downloaded, completed and then submitted electronically to the DOE. All users are encouraged to use the electronic forms for submittal. If you are already using the CNP system, you will see that the look and feel of the new module is very familiar.

4. Organization of this Document • Login ..…………………………………………………. 3 • Application Processing ………………………………… 7 • Claim Processing ………………………………………19 • Sponsor Reimbursement ………………………………35 • FAQ ……………………………………………………41

5. Login • Enter your UserName and Password and click the LOGIN button. • Both the UserName and Password are case sensitive. • If the following error message displays, re-enter the correct values and click LOGIN again

6. CNP System Main Menu • Once you have successfully logged in, the Main Menu will display • The Document and Reference Library contains reference documents, links to other web sites and templates for supporting documentation that is submitted with the annual application.

7. Summer Food Service Link • Click the Summer Food Service link on the Main Menu • The submenu will display: • Sponsor Claims includes sponsor and site claim processing • Sponsor Apps includes Sponsor and Site Applications and App Packet Processing. • Report Viewer provides a list of reports that were generated by the user • Email will display an email message window for writing and forwarding to DOE. • Logoff will exit the CNP system.

8. Application Packet • The App Packet will manage the components that are required to be submitted for the annual application. It may include a combination of online forms and supporting documents. • Components that have a blank value in the “Upload” column are online forms, Simply click on the hyperlink of the form’s name; for example, Sponsor Application. • Supporting documents will have the word “Upload” in the column. • Components may change over time as regulations change.

9. Sponsor Application Process • There are a series of steps that the sponsor must do to process the initial application. • Steps: • Note: after SUBMIT, no changes can be made to the form • Each of the 5 steps must be completed. The order of the steps is important. FSMC data is necessary to complete the site applications and, therefore, should be entered first. Sponsor Application cannot be submitted until all other components are submitted. Complete the Sponsor Application Complete the FSMC Contract Info Complete all Site Applications SUBMIT all Site Applications and FSMC Contract Info SUBMIT the Sponsor Application.

10. Getting Started • Applications are managed by Fiscal Year and Amendment Number: • Each year Sponsor and Site Applications are generated automatically by the system that contain data brought forward from the latest approved application for the prior fiscal year. This reduces data entry for the sponsors. Changes can be made to this data for the new year. • Application forms have been designed to replicate the paper form. Required fields are marked with a red asterisk. • The App Packet manages Amendment 0of theApplication. Subsequent amendments to the Application may not require the resubmission of documents, or the online forms. Only forms that require a change and the Sponsor Application would be required for an amendment.

11. Sponsor Application • Sponsors are required to complete a Sponsor level application. Certain data is taken from the Sponsor Master record and shown on the application, and cannot be changed; for example, RA # and IRS Status. • Other data fields are aggregated from the Site Applications and carried forward to the Sponsor Application. For example, the checkboxes for Claims will be submitted in the following months are grayed out. These fields cannot be changed. All changes must be made to the applicable Site form and then will be reflected in the Sponsor form.

12. Food Service Management Companies • Click on the FSMC Contract Info link on the App Packet; this form will display. • The Application fiscal year and amendment number should default to the current amendment in process, for example: • 2007 Amend 0 (IN PROCESS) • If not, choose the Amend # from the pull-down and click SELECT. • If no FSMCs are used, simply check the box at the top, click SUBMIT; click BACK to return to the App Packet. • Three individual FSMC contracts can be entered. All six fields are required for each FSMC. List all sites that are served under each FSMC, or simply enter a note to refer to the site applications. When the form is complete, click SUBMIT. Once you click SUBMIT, no more changes can be made. • If the form is not complete, simply click SAVE and you can return to the form at a later session.

13. Site Application Processing • There are a series of steps that the Sponsor must complete in order to process Site Applications. Steps Click on the Site Selection option from the submenu. Choose the Application Year and Amend # in the pull-down - default value is the most recent entered. Click SELECT. The Status default value is ALL; all sites will display.  Click on the specific Site Name to work on. Complete and submit all site applications.

14. Site Search Screen • The list of all sites will display in alphabetical order. Site Number and status are also shown. • As the site applications are completed and SUBMITTED, the Status will automatically change on the Search Screen. • Reduce the site list by highlighting IN PROCESS status and then Select

15. Narrow Site Search • To narrow your Site search: • Steps 1.  Enter a partial Site name with the wildcard %street%, or 2. Enter the Site Number, or 3. Choose a single Status by highlighting: IN PROCESS. 4. Click SELECT and the Site(s) matching your criteria will be displayed.

16. Site Application – Page 1 top • The form will be pre-filled with information from the last approved application. If a change is required simply click into the field and make the change. • Required fields are marked with a red asterisk and cannot be left blank. • Effective Date for Amendment 0 is the start date of the program; for any other amendments, it is the date when the changes take effect. • Pull downs are used to standardize certain data. For example, the Eligibility Qualification has 11 choices. Click on the arrow and the choices will display; choose the one that is most appropriate for this site.

17. Operating Data section of the form defines when the site will be open. Enter the dates and days of operation. Click CALCULATE. Based on the Starting and Closing Dates and Days of the week selected, the system will calculate the number of days open for each month. If a holiday occurs in a particular month you can reduce the days for that month. However, you cannot increase the days without going back and selecting another day or changing the Starting or Closing dates. If you make a change to a date or day of the week, simply click CALCULATE and the system will re-calculate the days open. Click on Page 2 to continue completing the application. Site Application – Page 1 bottom

18. Site Application - Page 2 • Enter the type of meals and times served; continue completing the form. • When you SAVE the Application, any data inconsistencies, such as missing data in a required field, or invalid data such as letters in a numeric field, will be detected and identified for you. You must correct these data inconsistencies before the Application can be saved. • Null Value Errors. When a required field is blank, the error message that is generated will be in the following format: • [DB Field Name]; Entry=; Null value not allowed. • Data is subjected to specific business rules; when a rule is broken, an Error or Warning message will display. Refer to the end of this document for a list of Error and Warning Messages. • If the application is complete, click SUBMIT; no more changes can be made to this Site. If the application is not complete, simply click SAVE and you can return to the form during a later session.

19. Navigating to the Next Site • Click the NEXT button. The next site application form from the Site Search results will display. • You can also return to the Site Search screen by clicking SITE SELECTION to choose another site. • Continue updating the Site Applications for all active Sites within your program. • A new site can be added by selecting the NEW SITE button on the Site Search screen and a blank Site Application form will be displayed.

20. Amend an Application • Multiple applications can be submitted for a Sponsor for a fiscal year. After Amendment 0 has been APPROVED by DOE, changes may be required, for example: • A new Site has been added to the Sponsor. • A new Meal Type has been added to a Site. • These are simple examples on how to do Amendments. Multiple Site Applications and Sponsor Application information can be changed all in one new Amendment. • Each new amended application has an Effective Date that will control when the new data can be used for calculating claim reimbursement. It is important that amendments are submitted to DOE for their approval, in advance, before the claim period starts.

21. Sponsor Claim Process • Click on the Sponsor Claims menu in order to process claims. • The submenu will display: • Sponsor Claims will display the most recent sponsor claim; claim history is available from the pull-down • Reimbursement will display a claim period selection screen and then generate the report; reports are viewed under the Report Viewer Menu. • Site Report is complete list of site claim details that have been entered • Site Selection displays the list of current active sites. • View Payments displays all payments to the sponsor by dates selected. • There are a series of steps that the sponsor must do to process monthly claims: 1. Select the claim period . 2. Complete all Site Claims. 3. Run the Site Report to verify Site-level data. 4. Complete and save the Sponsor Claim. 5. Submit the Sponsor Claim to DOE. 6. View Claim Reimbursements.

22. Select a Claim Period and Site (slide 1) • Click on the Site Selection submenu option to display the Site Search screen. • Select the claim period • All Site data is managed within a claim period that is accessible via the Claim period drop-down, which lists completed claim periods as well as New claim periods to be entered. • Select the claim period to be processed. • Press the SELECT button. The name for each Site and claim status will display.

23. Select a Claim Period and Site (slide 2) • Click on the site name to enter the claim data. • Only sites with approved applications for the selected claim period will be displayed • A Site claim can have one of four statuses: • DONE – The Site claim was entered and saved; no errors exist (although warnings may exist). The claim is ready for inclusion in the Sponsor Claim. • ERRORS – The Site claim was entered, saved, and errors exist. • IN PROCESS – The Site claim was entered and saved but is not done. • NOT ENTERED – The claim for this Site has not yet been entered

24. Select a Claim Period and Site (slide 3) • To search for Sites: • If desired, narrow the search by entering search criteria. • To select an individual Site: • Enter the Site name or partial name using the wildcard character (%) - %Street% • Or, enter the Site number or partial number - %002 • Press SELECT. The screen will refresh with the search results, based on your new search criteria. • To select a claim by claim status: • Highlight the status in the list. • Press SELECT. The screen will refresh with the search results, based on your new search criteria. • To select a Site claim, click on the Site link.

25. Enter Site Claims • In this example, a February Claim is shown. • Site data has been entered and saved. • The top section of the Site claim contains data that is display only, carried forward from the Site Application. • The other sections contain data that is entered by the user. • Avg Daily Participation is calculated on SAVE

26. Claim with Errors • Claim Data is validated against the Site Application and other business rules • Error 514 is due to the Site not approved for breakfast • Error 782 on CAP is caused by the breakfasts being claimed • CAP for enrolled sites = # Eligible Enrolled times days open; for breakfast #Eligible Enrolled is zero. • Claim Status will be set to ERRORS • Please refer to the Claim Warnings and Error lists for a complete list.

27. Correct the Claim Errors • Claims with ERRORS cannot be submitted for payment • Correct the errors and click SAVE until you are confident that the numbers are correct • Click the if no more changes • Click SAVE • Claim Status will be set to DONE

28. Enter Site Claims • To navigate to the next Site claim: • Click the NEXT button. The next Site Claim record from the Site Search results will display. This is the easiest way to navigate through the claims.OR • Click the Site Selection button to return to the Site Search screen and select a Site from the list.

29. Enter Site Claims • The next Site Claim is shown here. • All fields are defaulted to 0 because this is a new claim. • To enter a Site claim: 1. Enter days open • Enter meal counts for First and Seconds • Click • Click SAVE. • CANCEL and VERIFY buttons: • The CANCEL button will discard any changes that have been made since the most recent save. A warning message will display asking the user to verify that their changes should be discarded. • VERIFY. You do not need to use the VERIFY button when entering a Site (or Sponsor) claim. The SAVE and VERIFY buttons have the same functionality. VERIFY is useful when reviewing historical data, to view the warnings that existed on the claim.

30. Enter Site Claims • The completed claim is shown here. • The status of the claim is DONE and the claim is read-only. • Continue entering all Site claims for this claim period. NOTE: Once the claim has been saved with the the claim becomes read-only for Site-level users. However, Sponsor-level users can uncheck Done and make edits to the claim.

31. Run the Site Report(slide 1) • Prior to entering the Sponsor Claim, the Site Report should be generated and reviewed. A sample Site Report is shown below. Only 2 sites have been entered.

32. Run the Site Report(slide 2) • Select Site Report from the Sponsor Claims menu. Select the claim period from the Claim drop-down box and click SELECT. • The Site Report lists the details of all Site-level data (one row per Site). The details are grouped into two sets: Sites that are error free and Sites that have errors or have no claim data entered. • In the prior example, two Sites have been entered for the Feb 2007 claim and are DONE (error free). Three sites are not entered.

33. Run the Site Report(slide 3) • The Site Report can be used to: • Review the status of all unsubmitted Site-level claims for the month, to quickly identify which Site claims still need action – those that have errors, are still in process, or have not yet been entered. Once changes have been made to the Site Claims, the Site Report should be generated and reviewed again. • Compare the values on the Site Report to the values that are summarized on the Sponsor Claim.

34. Complete and Submit the Sponsor Claim (slide 1) • Select Sponsor Claims from the Sponsor Claims menu. • Select the claim period from the drop-down and click SELECT. • The Sponsor Claim includes all Sites for the Sponsor. • The top section contains general information about the Sponsor that cannot be changed. • Remarks is a free form text area that the sponsor can use to send messages to DOE • The meal count data has been automatically aggregated from the Site claims and cannot be changed here. These numbers should reflect the Site report. Any changes must be made at the Site level.

35. Complete and Submit the Sponsor Claim (slide 2) • Sponsor (with SUBMIT privileges) must review the claim, and check the I certify box • Click Submit • Claim status will change to SUBMITTED • Claim is ready for DOE approval payment.

36. Submit Claim • Sponsor Claim cannot be submitted until the I certify box has been checked. • Sponsor will click the Certify box, and then click SUBMIT • Claims submitted with no warnings are automatically Approved by the system, and ready to be paid in the next Payment Batch. • Claims with Warnings are reviewed by the DOE staff for Approval. Claims with errors cannot be submitted.

37. View Sponsor Reimbursement • Select Reimbursement on the Sponsor Claims menu. • Select Claim period from the pull down or • Select the month and year for a 12 month period report • The Reimbursement Statement is generated in the background and viewable from the Report Viewer menu option • Reports are available ONLY to the user that generated it.

38. Report Viewer • Select Report Viewer from the Menu bar • List of the most recent generated reports will display in descending date order • Click on the Report Name; it will be displayed as a PDF. • Select PRINT from the Adobe window to obtain a hard copy of the report

39. Sponsor Reimbursement Statement

40. View Payments • Select View Payments on the Sponsor Claims menu. • Select the StartDate and End Date for the payment history • Select DateType of Payment (date paid) or Transaction (claim month) • The Payment History willdisplay in a new form.

41. Payment History Report • Select the printer icon from the browser to print report • Payments include all CNP programs that the sponsor participates in

42. Data Validation & Verification • There are three basic types of messages that can display when a Site or Sponsor claim is saved: data validation errors, verification errors, and verification warnings. • Data Validation – These are conditions that prevent the record from being written to the database. For example, a Site claim where the default values of 0 have been deleted from one or more fields or a non-numeric has been entered for a meal count value. These errors must be corrected before the claim can be saved. • Data Verification (errors and warnings). • Errors prevent the claim from being completed or submitted. In the case of a Site claim, the claim cannot be marked DONE. In the case of a Sponsor claim, the claim cannot be submitted. • Warnings do not prevent the claims from being completed or submitted. Warnings are potential or likely errors on the claim, even though the values reported could, in fact, be accurate. Because values that generate warning messages can potentially mask other more serious errors on a claim, warnings should be reviewed carefully before deciding whether to allow a claim to be submitted. • When warnings exist on a Sponsor or Site claim, a message will display asking the user if they want to proceed with submitting the claim even though there are warnings.

43. Frequently Asked Questions • I keep getting an error when I enter my login name and password. • Please check to be sure that you are spelling your login name and password correctly. Make sure that the Caps Lock on the keyboard is not set. If your password contains numerics, please be sure that the Num Lock key is set. • I was entering the data on the web form and all of a sudden I am back to the DOE Login Page. • You probably have exceeded the time-out limit. The CNP system will automatically log you off if 20 minutes have elapsed since your last key stroke. Please remember, any data that was entered and not SAVED in your last session will be lost. Please check your data to ensure that no data has been lost • I want to select a Fiscal Year that does not show in the pull-down list. • Sponsors are gradually being added to the SL Web site; only fiscal years from this point on will be displayed. Prior fiscal year data cannot be entered after the closing date. • When I started working on an application, the ACTION BUTTONS on the form did not display. • This indicates a browser issue – simply click on the Restore Window icon in the upper right corner and scroll to the bottom of the form.