Review Expectations August 16, 2013

1. Review ExpectationsAugust 16, 2013 Tennessee Department of Education School Nutrition Program

2. What is specified in Your Contract?

3. Meal Counting And Claiming

4. Six Required Elements for: • EligibilityDocumentation • Collection Procedures • Point of Service • Reports • Claim for Reimbursement • Internal Controls

5. Eligibility Documentation • Applications • Direct Certification • Migrant, Homeless, and Runaways • Head Start Rosters/RCCI Rosters • Foster (maybe, maybe not) • Up-to-date Benefit Issuance Document (aka Roster)

6. Six Required Elements for: • Eligibility Documentation • Collection Procedures • Point of Service • Reports • Claim for Reimbursement • Internal Controls

7. Collection Procedures

8. Collection Procedures Choices: • Computer System (POS) • Ticket • Roster • Combo

9. Six Required Elements for: • EligibilityDocumentation • Collection Procedures • Point of Service • Reports • Claim for Reimbursement • Internal Controls

10. Point of Service Meals… • Must meet Meal Pattern • Are Served to Eligible Students • Are COUNTEDDAILY upon RECEIPT of the ENTIRE Reimbursable Meal NOTE: One reimbursable meal per child AND Second meals are counted as ala carte…

11. Meal Counting System -- Acceptable or Not? • Attendance Counts – using the number of students in attendance and using that number as the meal counts. • Tray or Entrée Counts - counting the number of trays/entrees used during the meal service. • Classroom Counts – counting the number of students in the class who INTEND to eat a meal. • Cash Converted to Meals – using cash totals divided by a meal price to determine meal count. • Meals Delivered Off-Site – using the number of meals ORDERED and sent off-site/alternate location as meal count.

12. Six Required Elements for: • EligibilityDocumentation • Collection Procedures • Point of Service • Reports • Claim for Reimbursement • Internal Controls

13. Reports • Number of Reimbursable Meals • Lowest Source • Other Computer Reports

14. Six Required Elements for: • EligibilityDocumentation • Collection Procedures • Point of Service • Reports • Claim for Reimbursement • Internal Controls

15. Claim for Reimbursement • Review Documentation • Validate Daily Totals • Compare Totals to Claim • Perform Attendance Adjusted Edit Checks • Submit Claim for Reimbursement to State Agency • Maintain Documentation

16. Six Required Elements for: • EligibilityDocumentation • Collection Procedures • Point of Service • Reports • Claim for Reimbursement • Internal Controls

17. Internal Controls The sample Internal Monitoring form addresses the five areas required by Federal Regulations: • On Site Review • Claim Review Process/Completion • Edit Checks • Follow-Up • Recordkeeping

18. Internal Controls A system of comparisons and calculations for individual schools and LEAs/SFAs to identify potential problems in the Meal Counting System and to facilitate report accuracy. Edits

19. Internal Controls • Accurate Meal Counts • Identify and Evaluate Potential Problems • Resolve and Document Reasons for Discrepancies.

20. Internal Controls Edit Checks • Performed daily at the school level (eligible compared to actual meals claimed-MANAGEMENT TOOL). • Performed monthly at the central office before submitting the claim for reimbursement. ** ** Use an attendance adjusted eligible.

21. Internal Controls Edit Checks STEP ONE: DEVELOP ATTENDANCE FACTOR

22. Attendance Factor: Internal Controls Edit Checks • Local Attendance Factor (ADA/ADM) • Annual Factor (from October – September) • National Average Daily Attendance Factor (93.8%) (Usually issued around August 1st of each year) PercentageAdjusted

24. (E)X(J) = (K) .94 X 472= 444 Compare this number w/ the ACTUAL PAID counts for EACH day during the Claim Month. Document reasons for any days that actual counts claimed exceed adjusted eligible (444). (E)X(F) = (G) .94 X 320 = 301 Compare this number w/ the ACTUAL FREE counts for EACH day during the Claim Month. Document reasons for any days that actual counts claimed exceed adjusted eligible (301). (E)X(H) = (I) .94 X 124 = 117 Compare this number w/ the ACTUAL REDUCED counts for EACH day during the Claim Month. Document reasons for any days that actual counts claimed exceed adjusted eligible (117). (D)/(C) = (E) .938 = .94 94% This is the Attendance Factor

25. The yellow boxes are the comparison numbers – the attendance adjusted numbers

26. Meal ComponentsOffer versus ServeDietary SpecificationsandDocumentation

27. Lunch Meal Pattern School Nutrition

28. Offer Versus Serve for National School Lunch • Students may decline 2 of the 5 required food components. • Students must select at least ½ cup of fruit and/or vegetable. • Students must select the other food components in the quantities planned. • The ½ cup fruit and/or vegetable counts as a full component regardless of age group. • In other words – All students K - 12 must select ½ cup plus two other full components. School Nutrition

29. School Nutrition

30. Review ExpectationsAugust 16, 2013 Tennessee Department of Education School Nutrition Program