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SFSP CLAIM FORM

SFSP CLAIM FORM. 2004 Claim for Reimbursement Conventional A hard copy, will be forwarded along with other application documents. Minor changes to form CNP selections removed. SFSP CLAIM FORM. SFSP Meal Counts. Taken at the point-of-service by Tally sheets (SFSP M-6)

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SFSP CLAIM FORM

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  1. SFSP CLAIM FORM • 2004 Claim for Reimbursement • Conventional A hard copy, will be forwarded along with other application documents. • Minor changes to form CNP selections removed

  2. SFSP CLAIM FORM SFSP Meal Counts • Taken at the point-of-service by • Tally sheets (SFSP M-6) • Rosters (Enrolled Sites SFSP M-5) • Computer POS Must have back-up documentation to support the claim.

  3. SFSP Reimbursement Overview • Review your claim form • Verify that site types are accurate • Sponsors receiving advance payments must submit a claim for that month. • Advances will be taken out of the next reimbursement. If earnings do not cover all advances, must pay SDE w/i 15 days of notification. • Sponsors operating several programs must submit all data on a single claim form.

  4. Claim for Reimbursement Problems • Addition Errors • Exceed approved level of meal service (SFSP M 13 – Request to Amend) • Operating days for sites not consistent with Site Document • Number of days served not consistent with Site Document

  5. Claim for Reimbursement Problems • Claiming expenses not listed on approved budget • Failure to file claim for approved month (Usually for final month of operation) • Claims filed after deadline. (OTE) • Inability to get in contact with sponsor personnel to resolve claim problems.

  6. How do you get paid? • On the claim for reimbursement - Operating and Administrative Costs are justifying the SFSP reimbursement. If you only justify $5.00 on a program that you spent $500.00 on, then you will just get the $5.00.

  7. Operating Costs Lesser of: Actual Costs or *Meals X Rate * Meals X Rate is the maximum a sponsor can receive. Administrative Costs Lesser of: Actual Costs or *Meals X Rate or Approved Budget *Meals X Rate is the maximum a sponsor can receive. SFSP Reimbursement Formula

  8. Budget Revisions • Allowed to revise the administrative budget. • Must be submitted at the end of the program, but no later than the due date for the final claim for reimbursement.

  9. SFSP CLAIM FORM • Period covered by claim and number of days served must match Site Information Document or Request to Amend form. • Highest Daily No. Children Served, taken from Monthly Meal Count Worksheet by Site (SFSP M – 7A), should be < the approved estimated attendance level.

  10. SFSP CLAIM FORM • Meals Served to children (list actual amounts) • 1st Eligible Meals – sum of meals by type including test meal • 2nd Eligible Meals – sum of meals by type (2% of 1st Meals)

  11. Approved Level of Meal Service X No. Days Served = Maximum Expected Meals Allowed Highest No. of Children Served X No. of Days Served = Maximum Meals Allowed SDE Edit of Maximum Allowable Meals

  12. SFSP CLAIM FORM • Program Costs • Back-up documentation required • Food • Labor • Non-Food Supplies • Utilities • Kitchen or Truck Rental • Equipment Rental • Other – Itemize source and amounts

  13. SFSP CLAIM FORM • Income • Include deposits from • Nonprogram Adult Meals • SFSP Ala Carte Sales • Upward Bound Grants • Donations • Any other funds to support the SFSP

  14. SFSP CLAIM FORM • Administrative Costs • Back-up documentation required • Administrative Labor • Indirect (Must have an indirect cost plan on file) • Printing • Advertisement • Office Supplies • Mileage • Other – Itemize source and amounts

  15. SFSP CLAIM FORM • Effective financial management of the program requires keeping track of reimbursement Vs. Costs so that adjustments can be made appropriately.

  16. Claim Deadlines - Report MonthDate Due May 2004 June 30, 2004 June 2004 July 30, 2004 July 2004 August 30, 2004 August 2004 September 30, 2004 Claims may be faxed by COB, 5:00 pm central time to (334) 242-0103 Keep fax confirmation of transmission as documentation of timely submission.

  17. Do not Combine Claims!!One claim for reimbursement for each report month.

  18. REMEMBER!! • Use USDA Handbooks!! • Keep detailed records to support costs!! • Follow program guidelines!!

  19. Contacting Us • (334) 242-8249(phone) • (334) 242-2475(fax) • lhunter@alsde.edu(E-mail) • jpeoples@alsde.edu (E-mail) Web Address -- http://cnp.alsde.edu Access to: …And Justice for All Poster Application and Management Forms Graphics Poster USDA Manuals

  20. USPS Mail Address Division of Administrative and Financial Services Alabama Department of Education - CNP 5301 Gordon Persons Building P. O. Box 302101 Montgomery, AL 36130-2101 Fed Ex – UPS and Other Overnight Delivery Division of Administrative and Financial Services Alabama Department of Education - CNP 5301 Gordon Persons Building 50 North Ripley Street Montgomery, AL 36104-3833

  21. Questions

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