Welcome to the online help for the School Nutrition Programs module. The system is a web-based software solution that provides administrators, state users, and Organizations with efficient and immediate access to applications, claims, and related nutrition program functions.

Web Site Benefits and Features

The system is a user-friendly web application that allows authorized users to submit and approve application, claims, and miscellaneous forms via the Internet, as their security rights permit. Key system features include:

§  A software system that manages information regarding Organizations, applications, claims, and reports.

§  A single integrated database which serves all child nutrition programs.

§  The ability to save partially completed forms on-line, allowing the user to complete the process at a later time.

§  Individual User IDs and passwords for secure login to program functions and accurate tracking of user behavior.

§  A robust security module that streamlines security setting controls by enabling administrators to easily assign users to numerous pre-defined groups and eliminating the need to manually set each user's security access.

Online Help

This online help is intended for use by authorized state users that administer the School Nutrition Programs. It is designed to provide a general understanding of how to use the system in an effective and efficient manner. This manual will provide:

§  A general explanation of each feature available.

§  Screen examples of web site pages and forms.

§  Step-by-step instructions for utilizing the web site features.

§  Tips and notes to enhance your understanding of the system.

Getting Started

Before you can begin using the system, you must be assigned a user ID and password by the Help Desk that provides the required security rights. Once this setup is complete, you may use the Internet and your assigned user ID and password to access and log onto the web site.

Accessing the Web Site

You can access the system from any computer connected to the Internet by opening your Internet browser and entering the system URL in the browser’s address line.   The system URL for the production environment is: https://cnms.mdek12.org/prod/splash.aspx

About the Home Page

The Home Page consists of three major sections:

·         Bulletin Board.

·         Log on.

The bulletin board is managed by MDE and provides general information.  It is important to remember that the bulletin board on the home page is viewable by the public.

The log on section is where authorized users enter their User ID and password.  It also provides a link for users that have entered a valid User ID, but have forgotten their password, to be transferred to another webpage to reset their password.

Logging On

1.        Access the system by typing the URL into the address line of your web browser.

2.        Enter your assigned User ID.

3.        Enter your Password.

4.        Select Log On.

If this is your first time logging on, the system will automatically require you to change your password.

1.        Select a new password and enter it into the box provided.

2.        Re-enter your new password for confirmation.

3.        Select Save to continue to the system Programs page.

Content Overview

Once you are logged in and have selected an Organization, the top portion of the application contains key elements that provide basic information about your location within the system and the selected Organization.

Screen Options

Data entry screens in the system offer the user some or all of the following options: VIEW, MODIFY, DELETE, and INTERNAL USE ONLY. The Screen Options area is located on the top right side of the screen, directly beneath the colored bar.

The following table describes each of the possible screen options:

Programs Page 

Once you successfully log on, the Programs page is displayed. Actual access to specific modules is based on the user’s security rights.

School Nutrition Programs Home Page

The School Nutrition Programs home page contains the message board used by state administrators to post and maintain School Nutrition Programs-related messages. Messages may contain important news regarding the submission due dates, upcoming training, legislative changes, or any other SNP-specific information.

1.        Log on to the web site.

2.        On the Programs screen, select School Nutrition Programs.

3.        The School Nutrition Programs home page displays.

From the School Nutrition Programs home page, you can select a menu item from the blue menu bar at the top of the page. The School Nutrition Programs menu bar contains menu items specific to the School Nutrition Programs. The table below describes the features available for each menu option, which the remainder of this manual will discuss in detail. 

Please note: individual users may have varying menu options due to the user’s security configuration.

Error Processing

All information entered and saved on the system is verified to ensure it conforms to data entry guidelines and system rules. The site performs two types of checks on information entered: Input Edits and Business Rule Edits.

Input Edits

Whenever you save information or proceed to a new screen, the site checks for input errors. These errors may include entry errors such as an invalid data entry (such as entering a 4-digit Zip Code), or a non-logical entry (e.g., entering a greater number of eligible than enrolled children).

If a form contains an input error and the user selects Save, the screen either displays the error code and description in red at the top of the page (and the error code is a letter) or displays a message next to the field in error.  Input errors must be corrected before you can proceed.  The system will not save data entered on a screen that contains an input error.  The user must correct the input errors and select Save again.

Business Rule Edits

Business rule edits are used to ensure that entered data on a form conforms to state-defined guidelines/requirements and federal regulation. Once the user initiates a save, the system will perform business rule edit checks after all input errors have been corrected and display a confirmation screen stating that data entered has been saved and identifies whether errors exist.   

The user may correct business rule errors immediately or at another time.  The entered data will not be lost.  The errors will display at the top of the screen with an error code (usually 4-5 digits) and error description.  Business rule edits do not prohibit the system from saving the data entered on the screen. 

In addition, business rule edits have an error severity that indicates whether an error is considered an Error or a Warning. Errors appear in red and must be corrected before the form can be submitted. Warnings appear in blue and indicate an “out of the ordinary” data value. Warning errors do not need to be corrected prior to form submission.

Selecting a School Year

Information for Organizations and sites is displayed based on the selected school year. Upon logging on to the system, the “active” school year is the default selection and displays in the top-right corner in the blue bar. In order to view information from a prior year, you will need to change the school year.

1.        Select Year on the blue menu bar at the top of the page.  The Year Select screen displays.

2.        Select the year.

3.        Use the menu bar to return to your task in the program.

Organization Search

For most system functions, you must search for and select an Organization using the Organization Search function before beginning any task. When the Organization Search screen displays, you can search for the Organization using all or part of the Organization’s ID, Name, or any other combination of parameters provided on this screen.

1.        On the menu bar, select Search. [If the Organization Search screen is already displayed, begin at Step 2.]  The Organization Search screen displays.

2.        Enter search parameters (see table for additional information on using the search parameters).

3.        Select Search.

4.        Select the Organization you wish to access.

The search parameters follow a specific set of rules.  These are described in the following table. 

If the type of search is identified as “includes”, the system will search for any Organization that includes the parameter in any portion of the selected field.  For example, if the user entered “386” in the Organization ID parameter, the system will retrieve Organizations with Organization IDs of “00386” and “01386”.

If the type of search is “exact match”, the system will search only for any Organization that exactly matches the parameter.  For example, if the user selected “ADAIR” in the County parameter, the system will retrieve all Organizations associated with the county of Adair.

If the “Search all available Programs” checkbox is checked, the results display changes in appearance.  The system will ignore all search criteria except for the Organization ID and Organization Status.  If the Organization Name is entered, and no Organization ID is entered, the system will ignore all search criteria except for Organization Name.  If no parameters are entered, the system will retrieve all Organizations in all programs. 

1.        On the menu bar, select Search.  The Search Options screen displays.

2.        Select Organization Search.  The Organization Search screen displays.

3.        Perform a search to ensure that the Organization does not already exist in the system.

4.        Select Add New Organization at the bottom of the screen results section.  The Add New Organization screen displays.

Applications

Now that you know how to access and log on to the system,

About the School Year Enrollment Process

In order to participate in the School Nutrition Programs, Organizations must submit an Application Packet to the State for review and approval.  A new Application Packet must be submitted and approved at the beginning of each year. For Organizations that are completing this process as part of their “annual update,” certain information from the previous year’s applications rolls over into the new program year.  The Organization may modify this data for the new program year or keep the prior year’s data for use in the current application.

Submitting an Application Packet

The Organization can submit the Application Packet to the State once all required applications, applicable online forms (e.g., Food Service Management Company contract and Community Eligibility Provision), and supporting documents identified on the checklist are completed and saved without errors.

In order to be able to submit an Application Packet, the packet must contain:

·       A completed Organization Application with no errors.

·       At least one completed SNP Site Application with no errors.

·       All items in the Checklist are identified as submitted to MDE with a submitted date.

·       If the Organization had identified on their SNP Organization Application that they would be using a Food Safety Management Company, the packet must contain at least one Food Service Management Company contract with a status of “Submitted”.

·       If the Organization had identified on their SNP Organization Application that they would be participating in the Community Eligibility Provision (CEP), the packet must contain a completed CEP Schedule with a status of “Submitted”.

Once the Application Packet has been submitted to the State for approval, the packet history section of the Application Packet screen will display the event and the packet status changes to Submitted for Approval.

Applications Menu

The Applications menu is the starting point for all tasks related to the annual School Nutrition Programs enrollment process. Menu items are based on security levels. 

1.        On the blue menu bar, select Applications. The Applications Menu displays.

2.        Select an application item to access that application function.

Organization Manager Menu

The Organization Manager Menu allows authorized State users to access the Organization Profile, Site Manager, Batch Hold, and Payment Hold functions.

1.        On the blue menu bar, select Applications.  The Applications menu screen displays.

2.        On the menu, select Organization Manager. If an Organization has already been selected, the Organization Manager Menu screen displays.

If no Organization has been selected, use the Organization Search feature to search for and select an Organization.

The following table describes the features available from the Organization Manager screen.

Organization Profile

The Organization Profile provides general information on the Organization.  The Organization Profile data is NOT year-specific.  It provides general attribute information regarding the Organization that does not vary from year to year (e.g., name, identifiers, type of agency, etc.).

A state user must initially register an Organization through the Organization Profile screen before a User ID.

1.        On the Applications menu, select Organization Manager.

2.        Search for and select an Organization using the Organization Search (if necessary).

3.        Once an Organization has been selected, select Organization Profile.

4.        Modify any desired information within the profile.

5.        Select Save. If no errors exist, a confirmation screen displays.

6.        Select <Edit to return to the Organization Profile screen you just modified.
-OR-
Select Finish to return to the Organization Manager Menu.

1.        On the Applications menu, select Organization Manager.

2.        Search for and select an Organization using the Organization Search (if necessary).

3.        Once an Organization has been selected, select Organization Profile.

4.        On the Edit menu, select DELETE.  A warning displays.

5.        Select Delete. A confirmation screen displays.

6.        Select Finish to return to the Organization Manager menu.

Site Manager

The Site Manager enables you to view, modify, add, delete, and change the status of an Organization's site.

1.        On the blue menu bar, select Applications.  The Applications menu screen displays.

2.        On the Applications menu, select Organization Manager. If an Organization has already been selected, the Organization Manager Menu screen displays.
If no Organization has been selected, use the Organization Search to search for and select an Organization.

3.        On the menu, select Site Manager.  The Organization Site Manager screen displays all sites associated with the Organization.  Select the desired site.

1.        On the menu bar, select Applications. The Applications menu displays.

2.        Select Organization Manager.  The Organization Options menu displays.

3.        Select Site Manager.  The Site Manager menu displays.

4.        Select Create New Site. A blank Site Profile screen displays.

5.        Enter data.  The system will automatically generate the next available Site ID, but the ID can be overwritten if needed.   Site ID must be unique within an Organization.  They are not unique across the system.

6.        Select the check boxes for the programs in which the site participates.

7.        Select Save to save the information on the site.  The Organization Site Manager list screen re-displays with the new site added.

1.        On the Applications menu, select Organization Manager. If an Organization has already been selected, the Organization Manager Menu screen displays.
If no Organization has been selected, use the Organization Search to search for and select an Organization.

2.        Once an Organization has been selected, select Site Manager. The Organization Site Manager displays.

3.        Select the site you wish to view or modify. The Site Profile screen displays.

4.        Modify any desired information within the profile.

5.        Select Save.  A confirmation screen displays.

6.        Select <Edit to return to the Site Profile screen you just modified.
-OR-
Select Finish to return to the Organization Site Manager screen.

1.        On the Applications menu, select Organization Manager. If an Organization has already been selected, the Organization Manager Menu screen displays.
If no Organization has been selected, use the Organization Search to search for and select an Organization.

2.        Once an Organization has been selected, select Site Manager.

3.        Select the site you wish to delete.

4.        Selected DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

7.        Select Finish to return to the Organization Site Manager screen.

Batch Holds

The Batch Holds feature enables authorized state users to issue or view payment holds for an Organization, by program. Organizations can still enter claims when a batch hold is in place; however, no payments will be issued by the system for the selected program until the hold is removed. 

1.        On the Applications menu, select Organization Manager. If necessary, search for and select an Organization.

2.        Once an Organization has been selected, select Batch Holds. The Batch Holds screen displays.

3.        Make any desired modifications.

4.        Select Save. A confirmation screen displays.

5.        Select <Edit to return to the Batch Holds screen you just modified.
-OR-
Select Finish to return to the Organization Manager Menu screen.

To remove a Batch Hold 

1.        On the Applications menu, select Organization Manager. If necessary, search for and select an Organization.

2.        Once an Organization has been selected, select Batch Holds. The Batch Holds screen displays.

3.        Uncheck the All Months checkbox.

4.        Select the blank space from the drop-down menu for the Reason Code.

5.        Select Save. A confirmation screen displays.

6.        Select <Edit to return to the Batch Holds screen you just modified.
-OR-
Select Finish to return to the Organization Manager Menu screen.

Payment Holds

The Payment Holds feature enables authorized state users to issue or view payment holds on an Organization for a specific month/year, by program. Organizations can still enter claims when a payment hold is in place; however, a payment will not be issued by the system for the selected month/year and program until the hold is removed. 

1.        On the Applications menu, select Organization Manager. If necessary, search for and select an Organization.

2.        Once an Organization has been selected, select Payment Holds. The Payment Holds screen displays.

3.        Make any desired modifications.

4.        Select Save. A confirmation screen displays.

5.        Select <Edit to return to the Payment Holds screen you just modified.
-OR-
Select Finish to return to the Organization Manager Menu screen.

1.        On the Applications menu, select Organization Manager. If necessary, search for and select an Organization.

2.        Once an Organization has been selected, select Payment Holds. The Payment Holds screen displays.

3.        Uncheck each checked month checkbox.

4.        Select the blank space from the drop-down menu for the Reason Code.

5.        Select Save. A confirmation screen displays.

6.        Select <Edit to return to the Payment Holds screen you just modified.
-OR-
Select Finish to return to the Organization Manager Menu screen.

Application Packet

In order to participate in the School Nutrition Program, Organizations must submit an Application Packet to the State for review and approval. At the beginning of each program year, Organization data is rolled over and must be verified by Organizations prior to submitting any claims.

The Application Packet contains the Organization application, site application(s), and other forms required as a part of the packet. After selecting Application Packet from the Applications menu, each required packet item and its status displays.

If any packet item requires attention (such as an error within a form or a checklist item needs to be completed), a red arrow displays next to the Application Packet item. If the Application Packet item has been completed correctly and contains no errors, a green check displays next to the Application Packet item.  For more details, see Reviewing an Application.

Note: Organizations may not submit claims until their Application Packet has been approved for the respective program year.

Note: If an Application Packet has been approved, when an Organization revises any item within the Application Packet, the Application Packet must be re-submitted for State review and approval.

1.        On the blue menu bar, select Applications.  The Applications menu screen displays.

2.        On the menu, select Application Packet.  If necessary, search for and select an Organization.  The Application Packet screen displays.

3.        Select the packet item you want to access.

1.        On the blue menu bar, select Applications.  The Applications menu screen displays.

2.        On the menu, select Application Packet.  If necessary, search for and select an Organization.  The Application Packet screen displays.

3.        Select the Packet Assigned To link.  The Application Packet Assignment screen displays.

4.        Select the staff consultant to assign the packet.

5.        Select Save. A confirmation message is displayed.

6.        Select <Edit to return to the Application Packet Assignment screen you just modified.
-OR-
Select Finish to return to the Application Packet screen.

1.        From the Applications menu, select Application Packet. If necessary, search for and select an Organization.  The Application Packet screen displays.

2.        Select the link under the Latest Version column.  The Application History screen is displayed.

3.        Select Close Organization. The End Organization Agreement screen is displayed.

4.        Enter the Closed/Terminated Date. When this Organization enters claims, the Days on Operation fields will edit check with this date to ensure meals aren’t claimed after the entered date.

5.        Select the Closed/Terminated Code.

6.        Enter the Closed/Terminated Reason.

7.        If desired, provide a description as to why the Organization is ending enrollment in   Closed/Terminated Comment.

8.        Select Save.  The Application History screen is displayed with a message stating that the Organization’s enrollment has ended.

1.        From the Applications menu, select Application Packet.  If necessary, search for and select an Organization.  The Application Packet screen displays.

2.        Select the link under the Latest Version column.  The Application History screen is displayed.

3.        Select Re-Open Organization. The End Organization Agreement screen is displayed.

4.        Delete the Closed/Terminated Date.

5.        Select the blank space from the drop-down menu for the Closed/Terminated Code.

6.        Delete the Closed/Terminated Reason.

7.        Delete the Closed/Terminated Description.

8.        Once all fields are blank, select Save. The Application History screen is displayed.

Organization Application

The Organization Application screen provides access to the Organization’s annual application for the School Nutrition Programs for both new and renewing Organizations. The Organization is required to complete a new Organization application annually; however, the State has identified select Organization data that rolls over from the previous year and pre-fills a new year’s application.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Select View next to the Organization Application packet item. The Organization Application for the designated school year is displayed.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select the revision link under the Latest Version column.   The Organization Application History for the designated school year is displayed.

 
Select the application version you would like to view.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Add next to the Organization Application packet item. The Organization Application for the designated school year is displayed.

4.        Enter required information.

5.        Select Save.  A confirmation screen displays.

6.        Select <Edit to return to the Organization Application screen.
-OR-
Select Finish to return to the Application Packet screen.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Modify next to the Organization Application packet item. The Organization Application for the designated school year is displayed.

4.        Modify any desired information.

5.        Select Save.  A confirmation screen displays.

6.        Select <Edit to return to the Organization Application screen.
-OR-
Select Finish to return to the Application Packet screen.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Modify next to the Organization Application packet item. The Organization Application for the designated school year is displayed.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Revise next to the Organization Application packet item. The Organization Application for the designated school year is displayed.

4.        Modify any desired information.

5.        Select Save.  A confirmation screen displays.

6.        Select <Edit to return to the Organization Application screen you just modified.
-OR-
Select Finish to return to the Application Packet screen.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Admin next to the Organization Application packet item. The Organization Application for the designated school year is displayed.

4.        Enter information in the Internal Use Only section.

5.        Select Save.  A confirmation screen displays.

6.        Select <Edit to return to the Organization Application screen you just modified.
-OR-
Select Finish to return to the Application Packet screen.

Site Applications – School Nutrition Program

Organizations must complete a Site Application for each of their sites participating in the School Nutrition Program in a specific school year. The Site Application screen provides access to the Site’s annual application for the School Nutrition Programs for both new and renewing sites. Sites must complete a new application annually; however, the State has identified select site data that rolls over from the previous year and pre-fills a new year’s application.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        At the bottom of the site list, select Add Site Application.  The SNP Available Site(s) screen displays.

5.        If the site you would like to add an application for is listed, select the site.  If the site you would like to add an application for is not listed, select Add New Site. The ‘Quick’ Site Profile screen displays.

6.        The system automatically defaults the Site ID to the next available ID for this Organization. 

7.        Enter the Site Name and County.

8.        Select Save.  The Site Application for the new site is displayed.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        Select View next to the site whose application you would like to view. The site’s Site Application is displayed.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        Select Modify next to the site whose application you would like to view. The site’s Site Application is displayed.

5.        Modify any desired information.

6.        Select Save.  A confirmation screen displays.

7.        Select <Edit to return to the Site Application screen.
-OR-
Select Finish to return to the SNP Site List screen.

8.        Repeat Steps 4 through 7 for each site that will participate in the program.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        Select Modify next to the site whose application you would like to delete.  The site’s Site Application is displayed.

5.        Select DELETE on the Edit menu in the top-right corner. 

6.        The system transfers you to the bottom of the screen and a warning message is displayed.

7.        Select the Delete button at the bottom of the page.  A confirmation message displays.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        Select Revise next to the site whose application you would like to delete.  The site’s Site Application is displayed.

5.        Modify any desired information.

6.        Select Save.  A confirmation screen displays.

7.        Select <Edit to return to the Site Application screen.
-OR-
Select Finish to return to the SNP Site List screen.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        Select Admin next to the site whose application you would like to review. The site’s Site Application is displayed.

5.        Enter information in the Internal Use Only section.

6.        Select Save.  A confirmation screen displays.

7.        Select <Edit to return to the Site Application screen.
-OR-
Select Finish to return to the SNP Site List screen.

Site Applications – Seamless Summer Option

Organizations must complete a Site Application for each site participating in the Seamless Summer Option program is a specific school year. The Site Application screen provides access to the Site’s annual application for the Seamless Summer Options for both new and renewing sites. Sites must complete a new application annually; however, the State has identified select site data that rolls over from the previous year and pre-fills a new year’s application.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Under Site Applications, select Seamless Summer Option.  The Application Packet – Seamless Summer Option Site List screen displays.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.        At the bottom of the site list, select Add Site Application.  The SSO Available Site(s) screen displays.

5.        If the site you would like to add an application for is listed, select the site.  If the site you would like to add an application for is not listed, select Add New Site. The ‘Quick’ Site Profile screen displays.

6.        The system automatically defaults the Site ID to the next available ID for this Organization.  The user can enter in another Site ID; however, it must be 4 digits and must not have already been assigned to another site.

7.        Enter the Site Name and County.

8.        Select Save.  The SSO Site Application for the new site is displayed.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.        Select View next to the site whose application you would like to view. The site’s SSO Site Application is displayed.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.        Select Modify next to the site whose application you would like to view. The site’s SSO Site Application is displayed.

5.        Modify any desired information.

6.        Select Save.  A confirmation screen displays.

7.        Select <Edit to return to the SSO Site Application screen.
-OR-
Select Finish to return to the Seamless Summer Option Site List screen.

8.        Repeat Steps 4 through 7 for each site that will participate in the program.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.        Select Modify next to the site whose application you would like to delete.  The site’s SSO Site Application is displayed.

5.        Select DELETE on the Edit menu in the top-right corner. 

6.        The system transfers you to the bottom of the screen and a warning message is displayed.

7.        Select the Delete button at the bottom of the page.  A confirmation message displays.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.        Select Revise next to the site whose application you would like to delete.  The site’s SSO Site Application is displayed.

5.        Modify any desired information.

6.        Select Save.  A confirmation screen displays.

7.        Select <Edit to return to the SSO Site Application screen.
-OR-
Select Finish to return to the Seamless Summer Option Site List screen.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.        Select Modify next to the site whose application you would like to view. The site’s SSO Site Application is displayed.

5.        Enter information in the Internal Use Only section.

6.        Select Save.  A confirmation screen displays.

7.        Select <Edit to return to the SSO Site Application screen.
-OR-
Select Finish to return to the Seamless Summer Option Site List screen.

Closing a Site

A site may be closed within the system, whereby applications cannot be submitted for the site.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        Select the link under the Latest Version column.  The Site Application History screen is displayed.

5.        Select Close Site. The End Site Agreement screen is displayed.

6.        Enter the Closed/Terminated Date. If the Organization is entering site level claims, the Days of Operation fields for this site will edit check with this date to ensure meals aren’t claimed after the entered date.

7.        Select the Closed/Terminated Code.

8.        Enter the Closed/Terminated Reason.

9.        If desired, provide a description as to why the site is being closed in the Closed/Terminated Comment.

10.     Select Save.  The Site Application History screen is displayed with a message stating that the site’s enrollment is closed.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.        Select the link under the Latest Version column.  The Site Application History screen is displayed.

5.        Select Re-Open Site. The End Site Agreement screen is displayed.

6.        Delete the Closed/Terminated Date.

7.        Select the blank space from the drop-down menu for the Closed/Terminated Code.

8.        Delete the Closed/Terminated Reason.

9.        Delete the Closed/Terminated Description.

10.     Once all fields are blank, select Save. The Site Application History screen is displayed.

Food Service Management Company (FSMC) Contract List

To Be Added

Community Eligibility Provision Schedule

If the Organization is interested in participating in the Community Eligibility Provision offered by the USDA, the Community Eligibility Provision Schedule must be completed.  This item is automatically added to the Application Packet screen when the Organization answers “Yes” to the “Will any of your sites be participating in the Community Eligibility Provision (CEP) for the National School Lunch Program?” question under the Eligibility Information section of the Organization Application.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

1.        On the menu, select Application Packet. The Application Packet screen displays.

2.        Select Details next to Community Eligibility Provision (CEP) Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Add next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.        For each site, under the Group column, select whether the site will qualify based on its own site data by selecting “Individual” or if the site will qualify by being grouped with other sites by selecting the group number.

5.        Once all sites have been either identified as “Individual” or assigned to a group, select Save.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Modify next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.        The new site will be identified as “Unassigned” under the Group column.  Select the group to which the site should be associated or select “Individual” if the site qualifies based on its own student data.

5.        Select Save. A confirmation screen displays.

6.        Select <Edit to return to the Community Eligibility Provision (CEP) Schedule screen.
-OR-
Select Finish to return to the Application Packet screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Modify next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Admin next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only. A confirmation screen displays.

6.        Select <Edit to return to the Community Eligibility Provision (CEP) Schedule screen.
-OR-
Select Finish to return to the Application Packet screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select View next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.        Select the Export button.  A spreadsheet opens in Microsoft Excel that lists information displayed in the Grouping section of the Community Eligibility Provision (CEP) Schedule screen.

Checklist

A checklist is automatically generated based upon answers to specific questions from the Organization and site applications.  The checklist identifies supplemental documents that need to be submitted to the state.  The Checklist feature allows Organizations to keep track of documents and their dates of submission. State users use this feature to identify when documents have been received and to denote the status of the documents.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Checklist Summary. The Checklist Summary screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Checklist Summary. The Checklist Summary screen displays.

4.        Select the Organization or Site whose checklist you wish to view.  The Checklist screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Checklist Summary. The Checklist Summary screen displays.

4.        Select the Organization or Site whose checklist you wish to update.  The Checklist screen displays.

5.        Identify whether the document has been submitted and the submission date.  The Date Submitted to MDE field automatically defaults to the system date.  This can be changed by the user.  A checklist is not considered complete until all checklist items are identified as having been submitted to MDE.

6.        Select Save.  The Checklist Summary screen displays.

1.        Select the paper clip.  The Checklist File Upload Details screen displays.

2.        Use the Browse button to select the file to upload.  If desired, enter a brief comment (field is not required)

3.        Select Save.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Checklist Summary. The Checklist Summary screen displays.

4.        Select the Organization or Site whose checklist you wish to view.  The Checklist screen displays.

5.        Select INTERNAL USE ONLY on the Edit menu in the top-right corner.

6.        Identify if the document was received by checking the “Document on File w/MDE” checkbox.  If you have also reviewed the checklist item, select the Status and Status Date.

7.        Select Save Internal Use Only. A confirmation screen displays.

8.        Select <Edit to return to the Checklist screen.
-OR-
Select Finish to return to the Checklist Summary screen.

Notes

The Application Packet Notes screen allows state users to read and add notes regarding an entire Application Packet. This enables state users to efficiently communicate and log information pertaining to an Application Packet. Comments regarding a specific Application Packet item can be entered in the Internal Comments field in the Internal Use Only section of the respective screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Application Packet Notes. The Application Packet Notes screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Details next to Application Packet Notes. The Application Packet Notes screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Details next to Application Packet Notes. The Application Packet Notes screen displays.

4.        Select the Create a New Application Note button.  The Application Packet Note screen displays.

5.        Enter the Subject.

6.        Enter the Note.

7.        Select Save. A confirmation screen displays.

8.        Select <Edit to return to the Application Note screen.
-OR-
Select Finish to return to the Application Notes screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Application Packet. The Application Packet screen displays.

3.        Select Application Packet Notes. The Application Packet Notes screen displays.

4.        Under Date, select the date of the note you wish to delete. The Application Note screen displays.

5.        Select DELETE on the Edit menu in the top-right corner. 

6.        The system transfers you to the bottom of the screen and a warning message is displayed.

7.        Select the Delete button at the bottom of the page.  A confirmation message displays.

8.        Select Finish to return to the Application Notes screen.

Fresh Fruit and Vegetable Program Application

A Fresh Fruit and Vegetable Program Application must be completed for each Organization that will participate in the Fresh Fruit and Vegetable Program.  The Fresh Fruit and Vegetable Program Application is accessed from the Application Packet screen; however, it can be submitted outside of the Application Packet cycle. 

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.        Select Add next to the Fresh Fruit and Vegetable Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.

4.        Enter the Organization’s Contact Information and check each of the invited sites that will participate in the Fresh Fruit and Vegetable Program.

5.        Select Save.  A confirmation screen displays.

6.        Select <Edit to return to the Fresh Fruit and Vegetable Program Application screen.
-OR-
Select Finish to return to the Application Packet screen.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Modify next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.

4.        Update desired information.

5.        Select Save.  A confirmation screen displays.

6.        Select <Edit to return to the Fresh Fruit and Vegetable Program Application screen.
-OR-
Select Finish to return to the Application Packet screen.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Modify next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

7.        Select Finish.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.        Select Admin next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only. 

Fresh Fruit and Vegetable Program Summary

The State uses the Fresh Fruit and Vegetable Program (FFVP) Summary screen to 1) identify  Organizations/Sites invited to apply for FFVP funding and 2) approve invited Organizations/Sites to receive funding.  This menu option is available ONLY to authorized State users.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Fresh Fruit and Vegetable Program Summary. The Fresh Fruit and Vegetable Program Summary screen displays.

Outside the system, the State determines which Organizations/sites, to invite for Fresh Fruit and Vegetable Program participation.  Once the State has determined their invite list, they must identify the invitees within the system.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Fresh Fruit and Vegetable Program Summary. The Fresh Fruit and Vegetable Program Summary screen displays.

3.        Select the count for the “Organizations/Sites Invited to participate in the Fresh Fruit and Vegetable Program (FFVP)” option.  The Fresh Fruit and Vegetable Program Sites Invited screen displays. 

4.        Using the parameters provided, search for the Organization/Site you would like to identify as “invited” to apply for the Fresh Fruit and Vegetable Program.

5.        Select the checkbox next to each Organization/Site to invite.  If you would like to invite all the Organizations/Sites displayed, check the “Invite All” checkbox.

6.        Select Save.  The respective Organizations/Sites selected become display only.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Fresh Fruit and Vegetable Program Summary. The Fresh Fruit and Vegetable Program Summary screen displays.

3.        Select the count for the “Organizations/Sites Approved to participate in the Fresh Fruit and Vegetable Program (FFVP)” option.  The Fresh Fruit and Vegetable Program Sites Approved screen displays.  The screen defaults to all Organizations/Sites that have a Fresh Fruit and Vegetable Program Application with a status of “Approved”. 

4.        Select the checkbox next to each Organization/Site to approve for funding.  If you would like to approve all the Organizations/Sites displayed, check the “Approve All” checkbox.

5.        Select Save.  The respective Organizations/Sites selected become display only.

Fresh Fruit and Vegetable Program Grants

The State must identify within the system the grant award amount for each Organization/Site approved to receive Fresh Fruit and Vegetable Program funds.  The allocation of grant funds is performed through the Fresh Fruit and Vegetable Grants screen.  This menu option is available ONLY to authorized State users.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Fresh Fruit and Vegetable Program Grants. The Fresh Fruit and Vegetable Program Grants – Site Grant Summary List screen displays.

1.        On the blue menu bar, select Applications. 

2.        From the Applications menu, select Fresh Fruit and Vegetable Grant Allocations. The Fresh Fruit and Vegetable Grant Allocations screen displays.

3.        Enter grant information.

4.        Select Save. A confirmation screen displays.

5.        Select <Edit to return to the Fresh Fruit and Vegetable Program Grants – Site Grant screen.

-OR-
Select Finish to return to the Fresh Fruit and Vegetable Program Grants – Site Grant Detail List screen.

Verification Report

Organizations use the Verification Report function to complete and submit the mandatory annual verification report to the State. The verification report contains information about sites collecting applications, site enrollment, eligibility information, and verification results.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Verification Report. The Verification Reports list screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Verification Report. The Verification Reports list screen displays.

3.        Select Modify next to the year that you would like to enter data into the Verification Report.  The Verification Report screen for the designated year selected is displayed.

4.        Enter information into the screen fields provided.

5.        Select Save. A confirmation screen displays.

6.        Select <Edit to return to the Verification Report screen.
-OR-
Select Finish to return to the Verification Reports list screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Verification Report. The Verification Reports list screen displays.

3.        Select Modify next to the year that you would like to delete an existing Verification Report.  The Verification Report screen for the designated year selected is displayed.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

7.        Select Finish.

1.        On the blue menu bar, select Applications. 

2.        From the applications menu, select Verification Report. The Verification Reports list screen displays.

3.        Select Admin next to the year that you would like to update.  The Verification Report screen for the designated school year selected is displayed.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only. 

Verification Summary

The Verification Summary function allows State users to quickly and efficiently view a summary of the verification report submission statistics. This menu option is available ONLY to authorized State users.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Verification Summary. The Verification Summary screen displays.

3.        Enter your search criteria and select Search. 

4.        The Verification Report Summary screen displays with data.

5.        Select the <Back button to return to the previous page.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Verification Summary. The Verification Report Summary search screen displays.

3.        Enter your search criteria and select Search.  The Verification Report Summary screen displays with data.

4.        Check the boxes next to each Sponsor to include in the email distribution -OR- select “Select All” to select all Sponsors displayed.

5.        Select Generate Email.

6.        In a new window, your desktop will open your email software to a new blank email page.  The Authorized Representative email addresses for the selected Sponsors appears in the “bcc:” field.

7.        Enter the email text and/or attach a letter.  Through your email software, you can now send the email notification.

Food Safety Inspections

The Food Safety Inspections screen allows Organizations to enter annual food safety inspection information for each of their sites.  Food Safety Inspection reports are submitted for the prior year.  Hence, during the 2015-2016 year, Organizations are submitting Food Safety Inspection reports for the 2014-2015 year.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

3.        Select Modify next to the year that you would like to enter data into the Food Safety Inspections screen.  The Food Safety Inspections screen for the designated year selected is displayed.

4.        Enter information into the screen fields provided.

5.        Select Save. A confirmation screen displays.

6.        Select <Edit to return to the Food Safety Inspections screen.
-OR-
Select Finish to return to the Food Safety Inspections list screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

3.        Select Modify next to the year that you would like to enter data into the Food Safety Inspections screen.  The Food Safety Inspections screen for the designated year selected is displayed.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

7.        Select Finish.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

3.        Select Admin next to the year that you would like to update.  The Food Safety Inspections Report screen for the designated school year selected is displayed.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only.

Food Safety Inspections Summary

The Food Safety Inspections Summary function allows State users to quickly and efficiently view a summary of the Food Safety Inspections report submission statistics. This menu option is available ONLY to authorized State users.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Food Safety Inspections Summary. The Food Safety Inspections Summary screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Food Safety Inspections Summary. The Food Safety Inspections Summary screen displays.

3.        Under Count, select the on-screen report summary you wish to view.

4.        Select the <Back button to return to the previous page.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Food Safety Inspections Summary. The Food Safety Inspections Summary screen displays.

3.        Under Count, select the on-screen report summary you wish to view.

4.        Check the boxes next to each Organization to include in the email distribution -OR- select “Select All” to select all Organizations displayed.

5.        Select Generate Email.

6.        In a new window, your desktop will open your email software to a new blank email page.  The Child Nutrition Director email addresses for the selected Organizations appears in the “bcc:” field.

7.        Enter the email text and/or attach a letter.  Through your email software, you can now send the email notification.

Site Enrollment

The Site Enrollment screen allows Organizations to enter their Site Enrollment and eligibility data for each of their sites.  The site must have an active approved application within the system. 

Once site-level October claim data has been entered into the system, the system will automatically pre-populate the Operating Days and Number of Meals Served fields on the Site Enrollment screen with the respective October claim data resulting in no need to re-enter the data into the system.  This will become effective in 2013, using October 2012 site-level claim data.  The Organization is responsible for entering Enrollment and Eligibility data based on the last operating day in October.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Site Enrollment. The Site Enrollment list screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Site Enrollment. The Site Enrollment list screen displays.

3.        Select Detail next to the year that you would like to enter data into the Site Enrollment screen.  The Site Enrollment Site List screen for the designated reporting month is displayed.

4.        Select a specific site.  The respective site’s Site Enrollment screen is displayed.

5.        Enter Enrollment and Eligibility data based on the last operating day of October.

6.        Select Save. A confirmation screen displays.

7.        Select <Edit to return to the Site Enrollment screen.
-OR-
Select Finish to return to the Site Enrollment list screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Site Enrollment. The Site Enrollment list screen displays.

3.        Select Modify next to the year that you would like to enter data into the Site Enrollment screen.  The Site Enrollment screen for the designated year selected is displayed.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

7.        Select Finish.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Site Enrollment. The Site Enrollment list screen displays.

3.        Select Admin next to the year that you would like to update.  The Site Enrollment screen for the designated school year selected is displayed.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only. 

Community Eligibility Provision

The Community Eligibility Provision screen allows Organizations to enter their April Directly Certified (DC) Students and Site Enrollment data for each of their sites.  This data is used in determining a site’s potential eligibility in participating in the USDA Provision 4 CEP program. Sites which have a 40% or greater percentage of DC are eligible for this option. Sites whose percentage is between 30.00% - 39.99% are potentially eligible.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays

3.        Select Modify next to the year that you would like to enter data into the Site Enrollment screen.  The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.

4.        Enter number of Directly Certified students and the total student Enrollment for each site.

5.        Select Save. A confirmation screen displays.

6.        Select <Edit to return to the Site Enrollment screen.
-OR-
Select Finish to return to the Site Enrollment list screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays

3.        Select Detail next to the year that you would like to enter data into the Site Enrollment screen.  The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

7.        Select Finish.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays

3.        Select Detail next to the year that you would like to enter data into the Site Enrollment screen.  The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only. 

Financial Report

The Financial Report screen provides an Organization’s revenue and expenditure data for a specific period.  Designated Organizations will submit Financial Reports as follows:

·         In late January, with the information based on December 31^st data.

·         In late July, with the information based on June 30^th data.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Financial Report. The Financial Report list screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Financial Report. The Financial Report list screen displays.

3.        Select View or Modify next to the reporting period that you would like to view or enter data.  The Financial Report Details screen for the designated reporting month is displayed.

4.        Enter data, if appropriate.

5.        Select Save. A confirmation screen displays.

6.        Select <Edit to return to the Site Enrollment screen.
-OR-
Select Finish to return to the Site Enrollment list screen.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Financial Report. The Financial Report list screen displays.

3.        Select Modify next to the reporting period.  The Financial Report Details screen for the designated reporting month is displayed.

4.        Select DELETE on the Edit menu in the top-right corner. 

5.        The system transfers you to the bottom of the screen and a warning message is displayed.

6.        Select the Delete button at the bottom of the page.  A confirmation message displays.

7.        Select Finish.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Financial Report. The Financial Report list screen displays.

3.        Select Admin next to the reporting period that you would like to update.  The Site Enrollment screen for the designated school year selected is displayed.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only. 

Download Forms

The Download Forms function allows users to view, download and/or print all forms and documents made available on the site by the State.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Download Forms. The Download Forms screen displays.

1.        On the blue menu bar, select Applications. The Applications menu screen displays.

2.        On the menu, select Download Forms. The Download Forms screen displays a list of all available forms.

3.        Select the Form ID of the form you wish to download.  If the form is a document, a gray dialog box appears.

4.        Select Open to view the form.
- OR -
Select Save to save the form to your computer.

5.        Select the <Back button to return to the previous screen.

The Claims component allows Organizations to submit monthly online reimbursement claim requests to the State, review claim rates, and review historical payment summaries.  

About the Claims Process

An Organization submits a reimbursement claim to the State for every month in which one or more sites participates in the School Nutrition Programs. Organizations may enter Organization and site information into the monthly claim form beginning at the first of every month.

At the time claims are submitted, they are checked by the system to ensure they conform to established business rules governing reimbursement claim eligibility and approval.

The following table identifies the steps related to submitting and processing a claim:

Claims Menu

Organizations use the Claims Menu to access claim functions, view current claim rates, or view payment summaries.

Claim Dates

Various dates are used in the claims function. The following table identifies and describes the dates used:

Claim Entry

The Claim Entry function is used to enter, modify, and view claims. The system provides the ability to submit claims at the Organization or site level. In order to create a claim in a given month, an approved Application Packet must be in effect for the period.

1.        On the blue menu bar, select Claims. The Claims menu screen displays.

2.        From the Claims menu, select the type of claim you would like to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

If an Organization has already been selected, the Claim Summary screen displays.
If no Organization has been selected, use the Organization Search to search for and select an Organization.

3.        Select the Claim Month you would like to submit a claim.  The Claim Month Details screen displays.

Claim Year Summary

The Claim Year Summary summarizes information regarding the claim for each claim month in the designated year:

·         Adj Number: identifies the number of revisions associated with the claim.  Each revision must be re-processed by the state.

·         Claim Status: identifies the current status of the claim.

·         Date Received: identifies the date the system initially received the claim submission.  Note: the State has the authority to modify this date.

·         Date Processed: identifies the date the claim was included in the payment batch process.

·         Earned Amount: identifies the current value of the claim.

Claim Month Details

From the Claim Month Details screen, you can access a specific claim form or a summary of the submitted claim.

If the claim has been processed, the options are View (to view the completed claim form) or Summary (to view the calculated payment summary related to the claim).

If the claim has not been processed, the options are View (to view the completed claim form), Modify (to enter a new claim or modify an existing claim) or Summary (to view the calculated payment summary related to the claim). 

Claim Site List

 Organization claiming takes place at the site level. The Organization will first select Add Original Claim from the Claim Months Detail screen.  The Claim Site List screen will display.

The Organization would use the Claim Site List screen to select the site whose claim to add, view, or modify.

To add an original claim

Claims can be entered for each eligible month in the school year.  Eligible months are determined based on an approved Application Packet and the designated application effective date (identified by the State in the Internal Use Only section of the Organization and Site applications).

1.        From the Claims menu, select the type of claim you would like to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.        Select the desired Claim Month. The Claim Month Details screen displays.

Select Add Original Claim button.  For site-level claiming, the Claim Site List screen displays.

3.        Under Actions, select Add to the left of the Site Name you wish to add an original claim. The Claim for Reimbursement screen displays

4.        For each site claim, enter claim information for all enrolled programs. Only the programs identified in an approved Application Packet with the appropriate effective date will be available for data entry.

5.        Select Save. If there are no errors, the data is saved and the user is returned to Claim Site List screen.

6.        Repeat Steps 3-5 for each desired site.

7.        Once all site claims are completed, select the Continue button on the Claim Site List screen. The Claim Month Details screen is displayed. Review the data for accuracy.

To make a modification or correction to the claim, select the <Back button to return to the Claim for Reimbursement screen

To submit the claim, check the Certification box and select the Submit for Payment button.

Claims can be modified as many times as desired until the claim has been submitted and processed by the State for payment distribution.

1.        From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.        Select the desired Claim Month. The Claim Month Details screen displays.

3.        Select Modify.  The Claim Site List screen displays.

4.        Under Actions, select Modify to the left of the Site you wish to view. The Site Claim Report screen displays.

5.        Update claim information.

6.        Select Save. If there are no errors, the data is saved and the user is returned to Claim Site List screen.

7.        Repeat Steps 4-6 for each desired site claim you would like to modify.

8.        Once all site claims are completed, select the Continue button on the Claim Site List screen. The Claim Month Details screen is displayed. Review the data for accuracy.

9.        To submit the modified claim, check the Certification box and select the Submit for Payment button.

Claim revision resulting in a downward adjustment may be submitted at any time. Claim revisions resulting in an upward adjustment may be submitted if the date of submission is within 30 days of the last day of the original claim month. Revised claims must be re-processed by the State regardless of their original status.

1.        From the Claims menu, select the type of claim you would like to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.        Select the desired Claim Month. The Claim Month Details screen displays.

3.        If the Organization is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Revise to the left of the Site Name whose claim you wish to revise. The Claim for Reimbursement screen displays

4.        Make any necessary changes to the claim.

5.        Select Save. If there are no errors, the data is saved and the user is returned to Claim Site List screen.

6.        Repeat Steps 3-5 for each desired site.

7.        Once all site claims are completed, select the Continue button on the Claim Site List screen. The Claim Month Details screen is displayed. Review the data for accuracy.

To submit the revised claim, check the Certification box and select the Submit for Payment button.

1.        From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.        Select the desired Claim Month. The Claim Month Details screen displays.

3.        If the Organization is performing Organization-level claiming, select View.  The Claim for Reimbursement screen displays.   

If the Organization is performing site-level claiming, the Claim Site List screen displays. Under Actions, select View to the left of the Site Name you wish to view. The Claim for Reimbursement screen displays

The Claim Summary allows you to view a summary of the month’s claim in an easy-to-read or print format. No modifications can be made from this page.

1.        From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.        Select the desired Claim Month. The Claim Month Details screen displays.

3.        If the Organization is performing Organization-level claiming, select Summary.  The Claim for Reimbursement Summary screen displays.   

If the Organization is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Summary to the left of the Site Name you wish to view. The Claim for Reimbursement Summary screen displays

If the Organization has entered a claim in error and the claim has not been included in the batch payment process (i.e., the status of the claim is NOT “Accepted*” or “Processed”), the claim can be deleted.

1.        From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.        Select the desired Claim Month. The Claim Month Details screen displays.

3.        Select Modify.

4.        Select Modify to the left of the Site Name you wish to view. The Claim for Reimbursement screen displays

5.        Select DELETE in the Edit menu in the upper-right corner.

6.        The system transfers you to the bottom of the screen and a warning message is displayed.

7.        Select the Delete button at the bottom of the page.  A confirmation message displays.

8.        Select Finish.

1.        From the Claims menu, select the type of claim you would like to review (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.        Select the desired Claim Month. The Claim Month Details screen displays.

Select Claim in the Claim Items column.  The Claim Site List screen displays. Under Actions, select Modify to the left of the Site Name you wish to view. The Claim for Reimbursement screen displays

3.        Select INTERNAL USE ONLY from the top right of the screen.

4.        Enter information in the Internal Use Only section.

5.        Select Save Internal Use Only.  A confirmation screen displays.

6.        Select <Edit to return to the Claim for Reimbursement screen.
-OR-
Select Finish to return to the Claim Month Details screen.

Claim Rates

The system provides a screen to view claim for reimbursement rates by year.  The rates displayed apply for the rate year defined at the top of the page.  Meals are reimbursed based on the designated rate established by the USDA.  Annually, the reimbursement rates are entered by authorized MDE staff through the Claim Rate Maintenance screens in the Maintenance and Configuration module.  

1.        From the Claims menu, select Claim Rates. The Claim Rates screen displays.

2.        Use the <Back button to return to the Claims menu.

Payment Summary

The Payment Summary screen provides a list of all payment batch schedules processed for the Organization for the selected school year.  Each schedule number and process date represents payments that have been scheduled.  Payments from payment batches are grouped by program and sorted by date.

1.        From the Claims menu, select Payment Summary. The Payment Summary List screen displays.

2.        Use the <Back button to return to the Claims menu.

1.        From the Claims menu, select Payment Summary. The Payment Summary List screen displays.

2.        Select the payment record you wish to view.  The payment summary information displays for all payments included in the payment batch.

3.        Select the <Back button to return to the previous screen.

Reports

About Reports

The Reports component of the SNP module enables users to run, view, and print reports containing data maintained within the system. The Report List contains all reports available within the SNP module. Once a user selects a particular report, the system may prompt the user for additional parameters information.

Access to Reports is generally provided to authorized State users to help review and manage statewide data.  The Reports menu displays only reports to which the user has access.

1.        On the blue menu bar, select Reports. The Reports menu screen displays.

2.        Select the report you wish to generate.  The respective report’s parameters screen will display.

3.        Identify the reports parameters.

4.        Select Create Report. The report is generated and displays in a new browser window.

Report Parameters

Most reports require one or more parameters to be entered in order to customize the report to the user’s specific needs. Report parameters are useful to also limit data contained in the report or control how the information is sorted or grouped. Below is an example of a report parameters screen.

Report

Below is an example of a generated report.  From this window, the user can:

§  View the report, page-by-page.

§  Change the zoom percentage of the displayed report.

§  Search the report using the “Find/Next” feature.

§  Select to export the report data (see next section).

§  Select to print the report or specific pages.

Once the report is generated, the user can export the report in a variety of formats including: .XML, .CSV, .PDF, and Microsoft Excel.

1.        In the top menu bar of the generated report, select a format in the Select a format box.  The Export link becomes active.

2.        Select Export.

3.        The system will open a new window and display a pop-up confirmation asking if you would like to open or save the file.

4.        Select either the Open or Save option.

5.        Your desktop software will manage the opening or saving of the file.

Security

Security menu

The Security menu option within the School Nutrition Programs module is the access point to the Change Password and User Manager functions.

1.        Select Security on the blue menu bar at the top of the page.
The Security menu displays.

2.        Select a security item to access that security function.

1.        On the blue menu bar, select Security.

2.        On the Security menu, select My Account.  The My Account screen displays.

3.        Use the Change Password feature on the screen to enter your New Password.

4.        Re-Enter your New Password.

5.        Select Save. A confirmation message displays.

6.        Select <Edit to return to the Change Password screen you just modified.
-OR-
Select Finish to return to the Security menu.

This section of the manual provides information on how the State can review and approve Application Packets through the system.

Submitting an Application Packet

All new enrollment or renewal enrollment applications are initially created with a status of “Pending Validation”.  Once the Application has been saved, the systems validates the business rules and the application’s status is set by the system to either “Error” (if any errors exist) or “Not Submitted” (no errors, but the Application Packet has not been submitted).

Only complete Application Packets that have no errors can be submitted to the State.  To submit a completed Application Packet, the Organization would select the Submit for Approval button. This simulates sending a completed Application Packet in the mail.  Application items are placed in a view-only mode for the Organization. 

An Application Packet can be submitted to the State (i.e., the Submit for Approval button is enabled) only if the following conditions have been met:

• The Organization Application must contain no errors.

• At least one Site Application must exist and contain no errors.

• If the Organization is using a Food Service Management Company (FSMC), at least one contract must exist and contain no errors.

• If the Organization is participating in the Community Eligibility Provision (CEP) offered by the USDA, the Community Eligibility Provision (CEP) Schedule must exist and contain no errors.

• All items in the Checklist must be submitted (submitted checkbox checked and date submitted is entered).

• The Organization is not closed.

Once the Organization has submitted the Application Packet, the State will review each item in the submitted Application Packet.  The State may approve each application item, deny an application item, or return the application item and its respective Application Packet back to the Organization for correction. 

If the Application Packet is denied or returned to the Organization for correction, the State will provide comments within the respective Application Packet item as to why the application was denied or what needs to be corrected in order to re-submit the Application Packet.

Reviewing an Application Packet

Once an Organization’s Application Packet has been submitted, it must be reviewed by an authorized State user. The State must review each item included in the Application Packet and set each item’s status to “Approved”.  This includes each checklist item.

To identify which Application Packets have been submitted, State users can use the Organization Search screen by performing a search where Packet Status is “Submitted for Approval.

After locating a submitted Application Packet via the Search screen, the State user should follow the following steps:

1.        Assign the Application Packet to a State consultant (this may be yourself).  For additional information, see the Assign an Application Packet section.

2.        Review the Organization Application.

o    Select the Admin option next to the Organization Application item.

o    Review the application.

o    Update the Internal Use Only section of the application.

o    Enter Internal Comments, if desired.

o    Update the application status.

§  If the application has no issues, change the status to “Approved”.

·         Returning to the Application Packet screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.

§  If the application requires additional information or corrections from the Organization, change the status to “Returned for Correction”.

·         Ensure that you have provided information as to what needs to be corrected within the Comments to Organization field.

·         Returning to the Application Packet screen, you will notice that the application status is “Returned for Correction”.

§  If the application is not valid for submission, change the status to “Denied”.

·         Ensure that you have provided information as to the reason for denial within the Comments to Organization field.

·         Returning to the Application Packet screen, you will notice that the application status is “Denied”.

§  If the Organization has requested to withdraw the application, change the status to “Withdrawn”.

·         Ensure that you have entered information as to the reason for the withdrawal within the Comments to Organization field.

·         Returning to the Application Packet screen, you will notice that the application status is “Withdrawn”.

3.        Review the FSMC Contract List (if applicable).

o    Select the Details option next to the FSMC Fact Sheet item.  The FSMC Contract List is displayed.

o    Select each submitted contract and review the packet item.

o    Update the Internal Use Only section of the packet item with Internal Comments, if desired.

o    Update the packet item status.

§  For each FSMC contract submission, if the packet item has no issues, change the status to “Approved”.

·         Returning to the Application Packet screen, you will notice that there is a green checkmark next to the FSMC Contract List packet item.

§  If the packet item has an issue, keep the status as “Pending Approval”.

·         Ensure that you have provided information as to what needs to be corrected within the Comments to Organization field.

·         Returning to the Application Packet screen, you will notice that the FSMC Contract List item will have a red arrow, signifying that the item requires attention.

4.        Review each site application.

o    Select the Admin option next to the site application item.

o    Review the application.

o    Update the Internal Use Only section of each site application.

o    Enter Internal Comments and Comments to Organization, if desired.

o    Update the application status.

§  If the application has no issues, change the status to “Approved”.

·         Returning to the Site List screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.

§  If the application requires additional information or corrections from the Organization, change the status to “Returned for Correction”.

·         Ensure that you have provided information as to what needs to be corrected within the Comments to Organization field.

·         Returning to the Site List screen, you will notice that the application status is “Returned for Correction”.

§  If the application is not valid for submission, change the status to “Denied”.

·         Ensure that you have provided information as to the reason for denial within the Comments to Organization field.

·         Returning to the Site List screen, you will notice that the application status is “Denied”.

§  If the Organization has requested to withdraw the application, change the status to “Withdrawn”.

·         Ensure that you have entered information as to the reason for the withdrawal within the Comments to Organization field.

·         Returning to the Site List screen, you will notice that the application status is “Withdrawn”.

5.        Review the Community Eligibility Provision (CEP) Schedule (if applicable).

o    Select the Admin option next to the Community Eligibility Provision (CEP) Schedule item.  The Community Eligibility Provision (CEP) Schedule is displayed.

o    Review the data submitted.

o    Update the Internal Use Only section of the packet item with Internal Comments, if desired.

o    Update the packet item status.

§  If the schedule has no issues, change the status to “Approved”.

·         Returning to the Application Packet screen, you will notice that there is a green checkmark next to the Community Eligibility Provision (CEP) Schedule packet item.

§  If the packet item has an issue, change the status to “Error”.

·         Ensure that you have provided information as to what needs to be corrected within the Comments to Organization field.

·         Returning to the Application Packet screen, you will notice that the Community Eligibility Provision (CEP) Schedule item will have a red arrow, signifying that the item requires attention.

6.        Review the Checklist items (if applicable).

o    Select the Details option next to Checklist Summary.  The Checklist Summary is displayed.

o    Select each checklist item for the Organization and each site.

o    Select INTERNAL USE ONLY from the top right of the screen.

o    For each checklist item received and reviewed, identify that the items was received and change the status to “Approved”.

·         Returning to the Application Packet screen, you will notice that there is a green checkmark next to the Checklist Summary packet item.

Approving an Application Packet

Once the State has reviewed each Application Packet item and has identified each item as “Approved”, the State can now approve the Application Packet.

For new Organizations, two levels of approval are required.  Initially, an authorized State user would select the Recommend Approval button on the Organization's Application Packet screen. Once the button is selected, the Approve button is activated on the Organization’s Application Packet screen.  Once the Approve button is selected, the Application Packet status is set to “Approved” and the Organization can begin submitting claims for reimbursement based on the approved Application Packet’s data.

For existing Organizations, only a single level of approval is required.  Once the renewal applications and required packet items have all been reviewed and approved by MDE, the State user selects the Approve button (i.e., the Recommend Approval button is not active) on the Organization's Application Packet screen. Once the Approve button is selected, the Organization can begin submitting claims for reimbursement.

Application Packet Statuses

Statuses are used to manage the workflow of the Application Packet. Each packet can have only one status at a time. 

o    Not Submitted

§  The packet has a status of “Not Submitted” when the packet is created for the first time or when any of the packet items are created, revised, or modified, but the Application Packet has not been submitted to the State.

o    Submitted

§  The packet has a status of “Submitted” when the Organization uses the Submit for Approval button on the Application Packet screen to submit the error-free packet to the State for review.

§  If the packet status is “Submitted”, the entire packet becomes read-only to the Organization.

§  All applications that are “Submitted” must ultimately be “Approved”, “Denied”, or “Returned for Correction” or “Withdrawn”. 

o    Approval Recommended (i.e., First Level Approved)

§  When an Organization is new to the program, the system will require two levels of approval.  This status represents the first level of approval performed by the State before a final approval is granted.

§  The Application Packet screen will display the First Approval button when the first level approval is required. After the button has been selected, this button will not display; however, the Approve button will be displayed.

o    Approved

§  The packet has a status of “Approved” when the State has approved each packet item AND has selected the Approve button on the Application Packet screen. 

o    Denied

§  The packet has a status of “Denied” when the State selects the Deny button on the Application Packet screen. 

§  When a packet is “Denied”, the packet remains view-only and nothing in the packet can be modified. The only way to edit items in a denied packet is for the State to change the status of the packet to something other than “Denied”.

§  By denying an Application Packet, the status of all items within the packet is automatically set to “Denied”.

§  An “Approved” packet cannot be “Denied”. 

o    Returned for Corrections

§  The packet has a status of “Returned for Corrections” when the State selects the Return button on the Application Packet screen. 

§  This status unlocks the packet for the Organization and sets the status back to “Not Submitted”.

§  An “Approved” packet cannot be “Returned for Corrections”.

o    Withdrawn

§  The packet has a status of “Withdrawn” when the Organization or State selects the Withdraw button on the Application Packet screen. 

§  An Application Packet with a status of “First Level Approved” can be withdrawn.

§  An Application Packet with a status of “Approved” packet cannot be “Withdrawn”.  If an application has been “Approved”, it can only be “Cancelled” or “Terminated” by the State (see Application Packet section).

Application Statuses

Statuses are used to define the current state of an application packet item. Each application can have only one status at a time. 

o    Pending Validation

§  The application has a status of “Pending Validation” when the application has not yet been opened or saved. 

o    Error

§  The application has a status of “Error” if it has failed system validation rules. Data entered is maintained.

o    Not Submitted

§  The application has a status of “Not Submitted” when the application is saved without error, but the Application Packet has not been submitted to the State.

o    Submitted

§  The application has a status of “Submitted” when the Organization has submitted the Application Packet to the State for review (i.e., the Organization has selected the Submit for Approval button).

§  Any application that is marked “Not Submitted” is changed to “Submitted”

§  The Application Packet becomes read-only to Organization users.

o    Approved

§  The application has a status of “Approved” when the State has approved the application (i.e., the State selected “Approved” in the Internal Use Only section of the form).

o    Denied

§  The application has a status of “Denied” when the State has denied the application (i.e., the State selected “Denied” in the Internal Use Only section of the form).

§  If the application is “Denied”, it can no longer be modified by the Organization. Only the State can change the status of the application.

§  When setting the application status to “Denied”, the State should enter a comment in the Comments to Organization field explaining the reason the application was denied.

o    Returned for Correction

§  The application has a status of “Returned for Correction” when the State has identified errors in the application and has selected “Returned for Correction” in the Internal Use Only section of the form.

§  When setting the application status to “Returned for Correction”, the State should enter a comment in the Comments to Organization field explaining the reason the application was returned.

o    Withdrawn

§  The application has a status of “Withdrawn” when the State has selected “Withdrawn” in the Internal Use Only section of the form.

§  If the Application Packet has ever been approved, there will not be an option to withdraw.

Claim Statuses

Statuses are used to define the current state of a claim. Each claim can have only one status at a time. 

o    Not Eligible

§  The claim has a status of “Not Eligible” when there is an application condition that is preventing claiming for the selected month (e.g., Organization or site is not authorized on the Application Packet to operate for the selected month or the Application Packet status is not “Approved”).

o    Incomplete

§  The claim has a status of “Incomplete” when the claim has been created in the system but the Save button was never clicked (e.g., timeout, logout, etc.).  The system saves the data that has been entered, but no edits have been performed.

o    Error

§  The claim has a status of “Error” when the claim has been submitted and has business rule violations.

o    Pending

§  The claim has a status of “Pending” when the claim has been saved and on-line edits have been performed, but the claim has not been submitted and validated with additional edits (e.g., 15/30 days edit, etc.). 

§  Applicable only when the Organization is participating in Organization-level claiming.

o    Validated

§  This site claim has a status of “Validated” when the site claim has been entered, validated, and contains no errors.

§  Applicable only when the Organization is participating in site-level claiming.

o    Accepted

§  The claim has a status of “Accepted” when the claim has passed all on-line edits and additional edits and is ready to be included in the payment tracking process. 

§  The claim can still be modified.  A revision is not necessary until the claim is included by the State in a batch payment process.

o    Accepted*

§  The claim has a status of “Accepted*” when the claim has been selected by the State for inclusion in the batch payment process; however, the batch process has not run.

§  The claim cannot be modified.  If the claim requires a change, a revised claim must be submitted.

o    Processed

§  Claim has been fully processed by MDE and has been sent to the State’s Accounting Office for disbursement of funds.

Glossary

CEP                                The Community Eligibility Provision operates under the NSLP and provides eligible private and public schools the opportunity to provide meals at no charge to all students. An eligible site must have at 40% or more of its students directly certified (DC) to participate. Under CEP meals shall be claimed at either the free or paid rate. The claiming percentage is derived by multiplying the DC percentage by a factor of 1.6. The resulting product is the percentage of meals claimed at the free rate and any remainder are claimed at the paid rate. Under this program student household applications are not collected by the Organization.

Qualifying Data           The School Nutrition Program (SNP) participating Organizations will annually submit their enrollment and free/reduced child counts as of October 31^st on the Site Enrollment screen.

Site                                 This is the physical location for serving meals to eligible participants. The site administers the meals, ensures meals are served in accordance within USDA guidelines, performs recordkeeping, and ensures all other activities to maintain compliance with state and federal regulations.

Organization                This is the organization participating in any of the nutrition programs administered by the USDA. The Organization has the contractual arrangement with the Division of School and Community Nutrition (SCN) and is responsible for ensuring accurate recordkeeping, monitoring meal activities at the site(s), and ensuring compliance with all state and federal regulations.

Organization ID          This is the five-digit unique identifier assigned by the system to each Organization.