Meal Counting and Claiming

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Meal Counting and Claiming
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Six Required Elements

• Eligibility Documentation
• Collection Procedures
• Point of Service
• Reports
• Claim for Reimbursement
• Internal Controls

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Eligibility Documentation(page 1)

• Applications
• Direct Certification
• Migrant, Homeless, and Runaways
• Up-to-date Benefit Issuance Document
• (aka Roster)

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Collection Procedures(page 1)
TIP Go to http//snp.state.tn.us, start-up
package, blue section, collection procedure input
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Steps?

• Select Collection Method for EACH School
• Method of Exchange
• 1. Roster
• 2. Coded Ticket/Token
• 3. Automated Tab Tickets
• 4. Bar-Coded Magnetic Strip Cards
• 5. Coded ID Cards/Automated Key Pad Entry
• 6. Verbal Identifiers
• 7. Other

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Point of Service (POS)(page 2)
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Procedures must make sure that meals

• Meet Meal Pattern
• Are Served to Eligible Students
• Are COUNTED DAILY upon RECEIPT
• of the ENTIRE Reimbursable Meal
• NOTE One reimbursable meal per child per meal
  AND Second meals are counted as ala carte

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Reports(page 3)
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Reports

• Number of Reimbursable Meals
• Lowest Source (page 3)
• Other Computer Reports

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Lowest Source Report should have
Page 3

• 1.  All STUDENTS (by name or
• identifier along with eligibility
• status) that ate a Reimbursable Lunch,
• 2.  DATE RECALL Capability,
• 3. EXACT TRANSACTION TIMES,
• 4. ALL PURCHASES,
• 5. ALL COMPUTER TRANSACTIONS
• even log-ins.

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Sample Lowest Source Report Titles

• CAFS Sales/Collections Activity Report
• Cybersoft Session Transactions
• Data Futures/LunchBox Transaction History
• Horizon Daily Audit Report
• Local Government Event Log Report
• Quick Suite (Judys) Audit Log
• School Link Technologies/Winsnap
• Transaction Log-Detailed

Are you writing your report title? You should!!
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Claim for Reimbursement(page 4)
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• Claim Consolidating
• Review Documentation
• Validate Daily Totals
• Compare Totals to Claim
• Perform Attendance Adjusted
• Edit Checks
• Submit Claim for Reimbursement to State Agency
• Maintain Documentation

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Assessment of the Meal Counting SYSTEM.

• (Lets look at the basic Check List)
• TURN TO PAGE 5

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Meal Counting System -- Acceptable or Not?
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NAY TO ALLBoo!! HISS!!!More samples on Page 8.

• Attendance Counts using the number of students
  in attendance and using that number as the meal
  counts.
• Tray or Entrée Counts - counting the number of
  trays/entrees used during the meal service.
• Classroom Counts counting the number of
  students in the class who INTEND to eat a meal.
• Cash Converted to Meals using cash totals
  divided by a meal price to determine meal count.
• Meals Delivered Off-Site using the number of
  meals ORDERED and sent off-site/alternate
  location as meal count.

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Were Not Finished Yet!!!!
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INTERNAL CONTROLS MONITORING RESPONSIBILITIES
Meal Accountability Pages 4, 6 - 7
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The LEA/SFA shall establish internal controls,
which ensure the accuracy of lunch counts prior
to submission of the monthly Claim for
Reimbursement...
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Internal Controls Monitoring Form

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

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Must be Completed by February 1
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INTERNAL CONTROLS/MONITORING 7 CFR 210.8
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Performed daily at the school level (eligible
compared to actual meals claimed-MANAGEMENT TOOL).
Performed monthly at the central office before
submitting the claim for reimbursement.
Use an attendance adjusted eligible.
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Promptly follow-up when the likelihood of lunch
count problems occur.
Correct lunch counts prior to submission of claim.
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FEDERAL REGULATION 210.08(a)(5)
Recordkeeping 210.7,210.9,210.15, 210.23

• Daily counts must be based on actual point of
  service counts (End of the line).
• Records must reflect current number of approved
  free and reduced price students.
• All records and data must be on file to support
  the claim for reimbursement.
• All daily records must be on file by school for
  all meals claimed for current year and 3 years
  prior.

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EDITS?
Page 9
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Edits
A system of comparisons and calculations for
individual schools and LEAs/SFAs to identify
potential problems in the Meal Counting System
and facilitate report accuracy.
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Goals
Accurate Meal Counts
Identify and Evaluate Potential Problems
Resolve and Document Reasons for Discrepancies.
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Should be performed at school level
daily
Review daily record of meals served.
Review meal counts by category.
Review daily edit eligible.
Recommended Operational/Management Function
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Daily Record of Meals Served and Program Income
Form
SAMPLE
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Edit checks are performed by LEA/SFA to compare
each Schools daily free, reduced-priced, and
paid meal counts to

• The number of children currently eligible for
  free, reduced price, and paid meals,
  respectively, times an attendance factor.

• Edit checks are to be performed monthly so that
  discrepancies can be resolved and documented.

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Edit Check Form SAMPLE
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• STEP ONE
• DEVELOP
• ATTENDANCE
• FACTOR

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Attendance Factor

• Local Attendance Factor (ADA/ADM)
• Annual Factor
• (from October September)
• National Average
• Daily Attendance Factor
• (93.6)
• Can always be more stringent

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(E)X(F) (G) .94 X 320 301 Compare this
number w/ the ACTUAL FREE counts for EACH day
during the Claim Month. Document reasons for any
days that actual counts claimed exceed adjusted
eligible (301).
(E)X(H) (I) .94 X 124 117 Compare this number
w/ the ACTUAL REDUCED counts for EACH day during
the Claim Month. Document reasons for any days
that actual counts claimed exceed adjusted
eligible (117).
(E)X(J) (K) .94 X 472 444 Compare this
number w/ the ACTUAL PAID counts for EACH day
during the Claim Month. Document reasons for any
days that actual counts claimed exceed adjusted
eligible (444).
(D)/(C) (E) .938 .94 94 This is the
Attendance Factor
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Tip Make sure your report includes Pre-K
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STEP TWO COMPARE TO COUNTS FOR EACH DAY
OF THE MONTH
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Lets Do a Problem(Page 11)

• ADA 839, ADM 894
• ADA/ADM 94
• Free .94 X 320 301
• Reduced .94 X 124 117

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(E)X(F) (G) .94 X 320 301 Compare this
number w/ the ACTUAL FREE counts for EACH day
during the Claim Month. Document reasons for any
days that actual counts claimed exceed adjusted
eligible (301).
(E)X(H) (I) .94 X 124 117 Compare this number
w/ the ACTUAL REDUCED counts for EACH day during
the Claim Month. Document reasons for any days
that actual counts claimed exceed adjusted
eligible (117).
(E)X(J) (K) .94 X 472 444 Compare this
number w/ the ACTUAL PAID counts for EACH day
during the Claim Month. Document reasons for any
days that actual counts claimed exceed adjusted
eligible (444).
(D)/(C) (E) .938 .94 94 This is the LOCAL
Attendance Factor
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Eligible Free (9/3/09) 305 Eligible Reduced
(9/5/09) 123
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• STEP THREE
• FOLLOW UP

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Indications of possible problems

• Pattern of numbers, repetition of numbers, or
  constant counts by category

and/or

• Identical or very similar claiming pattern

and/or

• Large changes in meal counts, especially the free
  meal count

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• THE END

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Body Parts
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