Summer Food Service Program Application and Claim Processing

1
Child Nutrition Programs

• Summer Food Service Program Application and
  Claim Processing
• Training Guide
• March, 2007

Prepared by
2
Disclaimer
All data used in this document and the
accompanying demonstration, including names,
addresses and all identification information is
strictly fictitious.
3
Whats New

• The NH Department of Education continues to add
  new features and functions to the Child Nutrition
  Program (CNP) System on the Internet. In order
  to make your reporting easier we have recently
  added web forms for processing the annual
  applications and monthly claims for the Summer
  Food Service Program (SFSP). Templates for
  supporting documentation are also available via
  the CNP system. These documents can be
  downloaded, completed and then submitted
  electronically to the DOE. All users are
  encouraged to use the electronic forms for
  submittal.
• If you are already using the CNP system, you will
  see that the look and feel of the new module is
  very familiar.

4
Organization of this Document

• Login ... 3
• Application Processing 7
• Claim Processing 19
• Sponsor Reimbursement 35
• FAQ 41

5
Login

• Enter your UserName and Password and click the
  LOGIN button.
• Both the UserName and Password are case
  sensitive.
• If the following error message displays, re-enter
  the correct values and click LOGIN again

6
CNP System Main Menu

• Once you have successfully logged in, the Main
  Menu will display
• The Document and Reference Library contains
  reference documents, links to other web sites and
  templates for supporting documentation that is
  submitted with the annual application.

7
Summer Food Service Link

• Click the Summer Food Service link on the Main
  Menu
• The submenu will display
• Sponsor Claims includes sponsor and site claim
  processing
• Sponsor Apps includes Sponsor and Site
  Applications and App Packet Processing.
• Report Viewer provides a list of reports that
  were generated by the user
• Email will display an email message window for
  writing and forwarding to DOE.
• Logoff will exit the CNP system.

8
Application Packet

• The App Packet will manage the components that
  are required to be submitted for the annual
  application. It may include a combination of
  online forms and supporting documents.
• Components that have a blank value in the
  Upload column are online forms, Simply click on
  the hyperlink of the forms name for example,
  Sponsor Application.
• Supporting documents will have the word Upload
  in the column.
• Components may change over time as regulations
  change.

9
Sponsor Application Process

• There are a series of steps that the sponsor must
  do to process the initial application.
• Steps
• Note after SUBMIT, no changes can be made to the
  form
• Each of the 5 steps must be completed. The order
  of the steps is important. FSMC data is
  necessary to complete the site applications and,
  therefore, should be entered first. Sponsor
  Application cannot be submitted until all other
  components are submitted.

• Complete the Sponsor Application
• Complete the FSMC Contract Info
• Complete all Site Applications
• SUBMIT all Site Applications and FSMC Contract
  Info
• SUBMIT the Sponsor Application.

10
Getting Started

• Applications are managed by Fiscal Year and
  Amendment Number
• Each year Sponsor and Site Applications are
  generated automatically by the system that
  contain data brought forward from the latest
  approved application for the prior fiscal year.
  This reduces data entry for the sponsors. Changes
  can be made to this data for the new year.
• Application forms have been designed to replicate
  the paper form. Required fields are marked with
  a red asterisk.
• The App Packet manages Amendment 0 of the
  Application. Subsequent amendments to the
  Application may not require the resubmission of
  documents, or the online forms. Only forms that
  require a change and the Sponsor Application
  would be required for an amendment.

11
Sponsor Application

• Sponsors are required to complete a Sponsor level
  application. Certain data is taken from the
  Sponsor Master record and shown on the
  application, and cannot be changed for example,
  RA and IRS Status.
• Other data fields are aggregated from the Site
  Applications and carried forward to the Sponsor
  Application. For example, the checkboxes for
  Claims will be submitted in the following months
  are grayed out. These fields cannot be changed.
  All changes must be made to the applicable Site
  form and then will be reflected in the Sponsor
  form.

12
Food Service Management Companies

• Click on the FSMC Contract Info link on the App
  Packet this form will display.
• The Application fiscal year and amendment number
  should default to the current amendment in
  process, for example
• 2007 Amend 0 (IN PROCESS)
• If not, choose the Amend from the pull-down
  and click SELECT.
• If no FSMCs are used, simply check the box at the
  top, click SUBMIT click BACK to return to the
  App Packet.
• Three individual FSMC contracts can be entered.
  All six fields are required for each FSMC. List
  all sites that are served under each FSMC, or
  simply enter a note to refer to the site
  applications. When the form is complete, click
  SUBMIT. Once you click SUBMIT, no more changes
  can be made.
• If the form is not complete, simply click SAVE
  and you can return to the form at a later
  session.

13
Site Application Processing

• There are a series of steps that the Sponsor must
  complete in order to process Site Applications.
• Steps
•  

• Click on the Site Selection option from the
  submenu.
• Choose the Application Year and Amend in the
  pull-down - default value is the most recent
  entered.
• Click SELECT.
• The Status default value is ALL all sites will
  display.
•  Click on the specific Site Name to work on.
• Complete and submit all site applications.

14
Site Search Screen

• The list of all sites will display in
  alphabetical order. Site Number and status are
  also shown.
• As the site applications are completed and
  SUBMITTED, the Status will automatically change
  on the Search Screen.
• Reduce the site list by highlighting IN PROCESS
  status and then Select

15
Narrow Site Search

• To narrow your Site search
• Steps

• 1.  Enter a partial Site name with the wildcard
  street, or
• 2. Enter the Site Number, or
• 3. Choose a single Status by highlighting IN
  PROCESS.
• 4. Click SELECT and the Site(s) matching your
  criteria will be displayed.

16
Site Application Page 1 top

• The form will be pre-filled with information from
  the last approved application. If a change is
  required simply click into the field and make the
  change.
• Required fields are marked with a red asterisk
  and cannot be left blank.
• Effective Date for Amendment 0 is the start date
  of the program for any other amendments, it is
  the date when the changes take effect.
• Pull downs are used to standardize certain data.
  For example, the Eligibility Qualification has 11
  choices. Click on the arrow and the choices will
  display choose the one that is most appropriate
  for this site.

17
Site Application Page 1 bottom

• Operating Data section of the form defines when
  the site will be open. Enter the dates and days
  of operation.
• Click CALCULATE. Based on the Starting and
  Closing Dates and Days of the week selected, the
  system will calculate the number of days open for
  each month. If a holiday occurs in a particular
  month you can reduce the days for that month.
  However, you cannot increase the days without
  going back and selecting another day or changing
  the Starting or Closing dates. If you make a
  change to a date or day of the week, simply click
  CALCULATE and the system will re-calculate the
  days open.
• Click on Page 2 to continue completing the
  application.

18
Site Application - Page 2

• Enter the type of meals and times served
  continue completing the form.
• When you SAVE the Application, any data
  inconsistencies, such as missing data in a
  required field, or invalid data such as letters
  in a numeric field, will be detected and
  identified for you. You must correct these data
  inconsistencies before the Application can be
  saved.
• Null Value Errors. When a required field is
  blank, the error message that is generated will
  be in the following format
• DB Field Name Entry Null value not allowed.
• Data is subjected to specific business rules
  when a rule is broken, an Error or Warning
  message will display. Refer to the end of this
  document for a list of Error and Warning
  Messages.
• If the application is complete, click SUBMIT no
  more changes can be made to this Site. If the
  application is not complete, simply click SAVE
  and you can return to the form during a later
  session.

19
Navigating to the Next Site

• Click the NEXT button. The next site application
  form from the Site Search results will display.
• You can also return to the Site Search screen by
  clicking SITE SELECTION to choose another site.
• Continue updating the Site Applications for all
  active Sites within your program.
• A new site can be added by selecting the NEW SITE
  button on the Site Search screen and a blank Site
  Application form will be displayed.

20
Amend an Application

• Multiple applications can be submitted for a
  Sponsor for a fiscal year. After Amendment 0 has
  been APPROVED by DOE, changes may be required,
  for example
• A new Site has been added to the Sponsor.
• A new Meal Type has been added to a Site.
• These are simple examples on how to do
  Amendments. Multiple Site Applications and
  Sponsor Application information can be changed
  all in one new Amendment.
• Each new amended application has an Effective
  Date that will control when the new data can be
  used for calculating claim reimbursement. It is
  important that amendments are submitted to DOE
  for their approval, in advance, before the claim
  period starts.

21
Sponsor Claim Process

• Click on the Sponsor Claims menu in order to
  process claims.
• The submenu will display
• Sponsor Claims will display the most recent
  sponsor claim claim history is available from
  the pull-down
• Reimbursement will display a claim period
  selection screen and then generate the report
  reports are viewed under the Report Viewer Menu.
• Site Report is complete list of site claim
  details that have been entered
• Site Selection displays the list of current
  active sites.
• View Payments displays all payments to the
  sponsor by dates selected.
• There are a series of steps that the sponsor must
  do to process monthly claims
• 1. Select the claim period .
• 2. Complete all Site Claims.
• 3. Run the Site Report to verify Site-level data.
• 4. Complete and save the Sponsor Claim.
• 5. Submit the Sponsor Claim to DOE.
• 6. View Claim Reimbursements.

22
Select a Claim Period and Site (slide 1)

• Click on the Site Selection submenu option to
  display the Site Search screen.
• Select the claim period
• All Site data is managed within a claim period
  that is accessible via the Claim period
  drop-down, which lists completed claim periods as
  well as New claim periods to be entered.
• Select the claim period to be processed.
• Press the SELECT button. The name for each Site
  and claim status will display.

23
Select a Claim Period and Site (slide 2)

• Click on the site name to enter the claim data.
• Only sites with approved applications for the
  selected claim period will be displayed
• A Site claim can have one of four statuses
• DONE The Site claim was entered and saved no
  errors exist (although warnings may exist). The
  claim is ready for inclusion in the Sponsor
  Claim.
• ERRORS The Site claim was entered, saved, and
  errors exist.
• IN PROCESS The Site claim was entered and saved
  but is not done.
• NOT ENTERED The claim for this Site has not yet
  been entered

24
Select a Claim Period and Site (slide 3)

• To search for Sites
• If desired, narrow the search by entering search
  criteria.
• To select an individual Site
• Enter the Site name or partial name using the
  wildcard character () - Street
• Or, enter the Site number or partial number -
  002
• Press SELECT. The screen will refresh with the
  search results, based on your new search
  criteria.
• To select a claim by claim status
• Highlight the status in the list.
• Press SELECT. The screen will refresh with the
  search results, based on your new search
  criteria.
• To select a Site claim, click on the Site link.

25
Enter Site Claims

• In this example, a February Claim is shown.
• Site data has been entered and saved.
• The top section of the Site claim contains data
  that is display only, carried forward from the
  Site Application.
• The other sections contain data that is entered
  by the user.
• Avg Daily Participation is calculated on SAVE

26
Claim with Errors

• Claim Data is validated against the Site
  Application and other business rules
• Error 514 is due to the Site not approved for
  breakfast
• Error 782 on CAP is caused by the breakfasts
  being claimed
• CAP for enrolled sites Eligible Enrolled
  times days open for breakfast Eligible Enrolled
  is zero.
• Claim Status will be set to ERRORS
• Please refer to the Claim Warnings and Error
  lists for a complete list.

27
Correct the Claim Errors

• Claims with ERRORS cannot be submitted for
  payment
• Correct the errors and click SAVE until you are
  confident that the numbers are correct
• Click the if no more changes
• Click SAVE
• Claim Status will be set to DONE

28
Enter Site Claims

• To navigate to the next Site claim
• Click the NEXT button. The next Site Claim
  record from the Site Search results will display.
  This is the easiest way to navigate through the
  claims.OR
• Click the Site Selection button to return to the
  Site Search screen and select a Site from the
  list.

29
Enter Site Claims

• The next Site Claim is shown here.
• All fields are defaulted to 0 because this is a
  new claim.
• To enter a Site claim
• 1. Enter days open
• Enter meal counts for First and Seconds
• Click
• Click SAVE.
• CANCEL and VERIFY buttons
• The CANCEL button will discard any changes that
  have been made since the most recent save. A
  warning message will display asking the user to
  verify that their changes should be discarded.
• VERIFY. You do not need to use the VERIFY
  button when entering a Site (or Sponsor) claim.
  The SAVE and VERIFY buttons have the same
  functionality. VERIFY is useful when reviewing
  historical data, to view the warnings that
  existed on the claim.

30
Enter Site Claims

• The completed claim is shown here.
• The status of the claim is DONE and the claim is
  read-only.
• Continue entering all Site claims for this claim
  period.

NOTE Once the claim has been saved with the
the claim becomes read-only for
Site-level users. However, Sponsor-level users
can uncheck Done and make edits to the claim.
31
Run the Site Report (slide 1)

• Prior to entering the Sponsor Claim, the Site
  Report should be generated and reviewed. A
  sample Site Report is shown below. Only 2 sites
  have been entered.

32
Run the Site Report (slide 2)

• Select Site Report from the Sponsor Claims menu.
  Select the claim period from the Claim drop-down
  box and click SELECT.
• The Site Report lists the details of all
  Site-level data (one row per Site). The details
  are grouped into two sets Sites that are error
  free and Sites that have errors or have no claim
  data entered.
• In the prior example, two Sites have been entered
  for the Feb 2007 claim and are DONE (error free).
  Three sites are not entered.

33
Run the Site Report (slide 3)

• The Site Report can be used to
• Review the status of all unsubmitted Site-level
  claims for the month, to quickly identify which
  Site claims still need action those that have
  errors, are still in process, or have not yet
  been entered. Once changes have been made to the
  Site Claims, the Site Report should be generated
  and reviewed again.
• Compare the values on the Site Report to the
  values that are summarized on the Sponsor Claim.

34
Complete and Submit the Sponsor Claim (slide 1)

• Select Sponsor Claims from the Sponsor Claims
  menu.
• Select the claim period from the drop-down and
  click SELECT.
• The Sponsor Claim includes all Sites for the
  Sponsor.
• The top section contains general information
  about the Sponsor that cannot be changed.
• Remarks is a free form text area that the sponsor
  can use to send messages to DOE
• The meal count data has been automatically
  aggregated from the Site claims and cannot be
  changed here. These numbers should reflect the
  Site report. Any changes must be made at the
  Site level.

35
Complete and Submit the Sponsor Claim (slide 2)

• Sponsor (with SUBMIT privileges) must review the
  claim, and check the I certify box
• Click Submit
• Claim status will change to SUBMITTED
• Claim is ready for DOE approval payment.

36
Submit Claim

• Sponsor Claim cannot be submitted until the I
  certify box has been checked.
• Sponsor will click the Certify box, and then
  click SUBMIT
• Claims submitted with no warnings are
  automatically Approved by the system, and ready
  to be paid in the next Payment Batch.
• Claims with Warnings are reviewed by the DOE
  staff for Approval. Claims with errors cannot be
  submitted.

37
View Sponsor Reimbursement

• Select Reimbursement on the Sponsor Claims menu.
• Select Claim period from the pull down or
• Select the month and year for a 12 month period
  report
• The Reimbursement Statement is generated in the
  background and viewable from the Report Viewer
  menu option
• Reports are available ONLY to the user that
  generated it.

38
Report Viewer

• Select Report Viewer from the Menu bar
• List of the most recent generated reports will
  display in descending date order
• Click on the Report Name it will be displayed as
  a PDF.
• Select PRINT from the Adobe window to obtain a
  hard copy of the report

39
Sponsor Reimbursement Statement
40
View Payments

• Select View Payments on the Sponsor Claims menu.
• Select the StartDate and End Date for the payment
  history
• Select DateType of Payment (date paid) or
  Transaction (claim month)
• The Payment History will display in a new form.

41
Payment History Report

• Select the printer icon from the browser to print
  report
• Payments include all CNP programs that the
  sponsor participates in

42
Data Validation Verification

• There are three basic types of messages that can
  display when a Site or Sponsor claim is saved
  data validation errors, verification errors, and
  verification warnings.
• Data Validation These are conditions that
  prevent the record from being written to the
  database. For example, a Site claim where the
  default values of 0 have been deleted from one or
  more fields or a non-numeric has been entered for
  a meal count value. These errors must be
  corrected before the claim can be saved.
• Data Verification (errors and warnings).
• Errors prevent the claim from being completed or
  submitted. In the case of a Site claim, the
  claim cannot be marked DONE. In the case of a
  Sponsor claim, the claim cannot be submitted.
• Warnings do not prevent the claims from being
  completed or submitted. Warnings are potential
  or likely errors on the claim, even though the
  values reported could, in fact, be accurate.
  Because values that generate warning messages can
  potentially mask other more serious errors on a
  claim, warnings should be reviewed carefully
  before deciding whether to allow a claim to be
  submitted.
• When warnings exist on a Sponsor or Site claim, a
  message will display asking the user if they want
  to proceed with submitting the claim even though
  there are warnings.

43
Frequently Asked Questions

• I keep getting an error when I enter my login
  name and password.
• Please check to be sure that you are spelling
  your login name and password correctly. Make
  sure that the Caps Lock on the keyboard is not
  set. If your password contains numerics, please
  be sure that the Num Lock key is set.
• I was entering the data on the web form and all
  of a sudden I am back to the DOE Login Page.
• You probably have exceeded the time-out limit.
  The CNP system will automatically log you off if
  20 minutes have elapsed since your last key
  stroke. Please remember, any data that was
  entered and not SAVED in your last session will
  be lost. Please check your data to ensure that
  no data has been lost
• I want to select a Fiscal Year that does not show
  in the pull-down list.
• Sponsors are gradually being added to the SL Web
  site only fiscal years from this point on will
  be displayed. Prior fiscal year data cannot be
  entered after the closing date.
• When I started working on an application, the
  ACTION BUTTONS on the form did not display.
• This indicates a browser issue simply click on
  the Restore Window icon in the upper right corner
  and scroll to the bottom of the form.