Meal Counting and Claiming

1. Meal Counting and Claiming CRE Training 2011

2. Purpose of Meal Counting and Claiming • To have an accurate claim and adequate documentation on file to support the claim.

3. Components of a Successful Counting and Claiming System • Eligibility Documentation • Collection Procedures • Point of Service (POS) Meal Counts • Reports • Claim for Reimbursement • Internal Controls Reference: USDA Meal Counting and Claiming Manual FNS – 270 August 1991

4. Eligibility Documentation • Rosters at sites must contain correct eligibility determinations

5. Collection Procedures • Meal counting system involves: • collecting student cash • entering PIN numbers • scanning barcodes • recording student names on a roster • Overt identification must be prevented.

6. Point of Service Meal Counts • Acceptable POS meal count accurately records: • 1reimbursable meal per enrolled student • Counted by category (free, reduced price, paid) • Daily • Does not overtly identify students’ eligibility categories

7. Reports • Requirements include: • Manual or computerized • Guarantee correct counts by category (free, reduced price, paid) • Reports on file must be: • Easily read • Have edit checks • Consolidated for an accurate claim

8. Claim for Reimbursement • Consolidated and submitted in CNPweb: https://cnp.ode.state.or.us/ • Required documentation for monthly claim: • Student Average Daily Attendance (ADA) report listing highest daily enrollment • Daily Meal Counts, with daily and monthly edit check • Claim consolidation form

9. Claim Submission in CNPweb • Check box 14 – I Certify this claim is correct. This claim is ready for payment.

10. Counting and Claiming Data

11. Internal Controls • Requirements: • Edit Check Report (manual or electronic) to monitor system with an attendance factor. • Attendance Factor, 2 Options: • 1. Average Attendance ÷ Current Enrollment = Attendance Factor • Example: 452 ÷ 478 = 94.6% • 2. National attendance factor rate for 2011-12: 93.8% • Attendance Factor must be entered in POS computer system at beginning of school year.

12. Edit Check Requirement • If edit check exceeded, justification is required to claim meals. • Edit check formulas: • Number of Paid X Attendance Factor (.938) = XX.X% • Number of Free X Attendance Factor (.938) = XX.X% • Number of Reduced X Attendance Factor (.938) = XX.X%

13. Internal Controls • Site monitoring: • Menus served are reimbursable • Accurate POS meal count daily • Review daily meal count with edit check • Sponsor monitoring: • Monthly meal counts & edit checks submitted 1st of month • Review meal counts for irregularities & review daily edit checks • Check that claim status is “Approved” & reimbursement check is deposited in a timely manner

14. On Site Reviews • Required by February 1st if the sponsor has more than 1 site • POS in every school must be observed • Correct problems and revisit within 45 days

15. CRE Success • Accurate meal counting and claiming is key to operating a successful program