review expectations august 16, 2013 tennessee department of educationtennessee department of...
TRANSCRIPT
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Review ExpectationsAugust 16, 2013Tennessee Department of Education
School Nutrition Program
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2
What is specified in
Your
Contract?
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3
Meal Counting
And
Claiming
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Six Required Elements for:
Eligibility
Documentation Collection Procedures Point of Service Reports Claim for Reimbursement Internal Controls
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Eligibility Documentation
Applications Direct Certification Migrant, Homeless, and Runaways Head Start Rosters/RCCI Rosters Foster (maybe, maybe not) Up-to-date Benefit Issuance Document (aka Roster)
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Six Required Elements for:
Eligibility Documentation
Collection Procedures
Point of Service Reports Claim for Reimbursement Internal Controls
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Collection Procedures
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8
Collection Procedures
Choices:
Computer System (POS)
Ticket
Roster
Combo
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Six Required Elements for:
Eligibility Documentation
Collection Procedures
Point of Service Reports Claim for Reimbursement Internal Controls
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Point of ServiceMeals…• Must meet Meal Pattern• Are Served to Eligible Students• Are COUNTED DAILY upon RECEIPT
of the ENTIRE Reimbursable Meal NOTE: One reimbursable meal per
child AND Second meals are counted
as ala carte…
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Meal Counting System -- Acceptable or Not?
Attendance Counts – using the number of students in attendance and using that number as the meal counts.
Tray or Entrée Counts - counting the number of trays/entrees used during the meal service.
Classroom Counts – counting the number of students in the class who INTEND to eat a meal.
Cash Converted to Meals – using cash totals divided by a meal price to determine meal count.
Meals Delivered Off-Site – using the number of meals ORDERED and sent off-site/alternate location as meal count.
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Six Required Elements for:
Eligibility Documentation
Collection Procedures Point of Service
Reports Claim for Reimbursement Internal Controls
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Reports
Number of Reimbursable Meals
Lowest Source Other Computer
Reports
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Six Required Elements for:
Eligibility Documentation
Collection Procedures Point of Service Reports
Claim for Reimbursement
Internal Controls
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Claim for Reimbursement
Review Documentation Validate Daily Totals Compare Totals to Claim Perform Attendance Adjusted Edit Checks Submit Claim for Reimbursement to State
Agency Maintain Documentation
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Six Required Elements for:
Eligibility Documentation
Collection Procedures Point of Service Reports Claim for Reimbursement
Internal Controls
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Internal Controls
The sample Internal Monitoring form addresses the five areas required by Federal Regulations:
On Site Review Claim Review Process/Completion Edit Checks Follow-Up Recordkeeping
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Internal Controls
A system of comparisons and calculations for individual schools and LEAs/SFAs to identify potential problems in the Meal Counting System and to facilitate report accuracy.
Edits
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Internal Controls
• Accurate Meal Counts
• Identify and Evaluate Potential Problems
• Resolve and Document Reasons for Discrepancies.
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Internal Controls Edit Checks
1. Performed daily at the school level (eligible compared to actual meals claimed-MANAGEMENT TOOL).
2. Performed monthly at the central office before submitting the claim for reimbursement. **
** Use an attendance adjusted eligible.
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STEP ONE:
DEVELOP ATTENDANCE FACTOR
Internal Controls
Edit Checks
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Attendance Factor:
Local Attendance Factor (ADA/ADM)
Annual Factor (from October – September)
National Average Daily Attendance Factor
(93.8%)(Usually issued around August 1st of each
year)
Percentage Adjusted
Internal Controls Edit Checks
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INITIA
LS LUNCHES SERVED (COUNTS)BREAKFASTS SERVED
(COUNTS)
OF DATE ELIGIBLES STUDENTS STUDENTS
REVIEWER 2011 FREE
REDUCED PAID FREE
REDUCED PAID TOTAL ADULT FREE
REDUCED PAID TOTAL ADULT
YEP 3/1 303 111 472 299 105 235 639 50 101 27 32 160 2
YEP 3/2 308 111 470 295 108 224 627 48 121 30 25 176 3
YEP 3/3 311 117 470 300 111 215 626 40 126 32 37 195 5
YEP 3/4 320 120 470 302 115 218 635 51 128 34 39 201 2
YEP 3/5 318 124 468 298 103 250 651 42 125 35 42 202 3
TLS 1494 542 1142 3178 231 601 158 175 934 15
SIGNATURE OF PREPARER:
Rude wakening
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School Total Membership
ADM ADA ADA/ADM(%)
Highest Free
Eligible
Adjusted Eligible
Free
Highest Reduce
d Eligible
Adjusted Eligible
Reduced
Highest Paid
Eligible
Adjusted Eligible
Paid
(A) (B) (C) (D) (E) (F) (G) (H) (I) (J) (K)
HappyElem.
916 894 839 839894
94%
320 301 124 117 472 444
(D)/(C) = (E)
.938 = .94
94% This is the Attendance
Factor
(E)X(F) = (G)
.94 X 320 =
301Compare 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 =
117Compare 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=
444Compare 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).
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INITIA
LS LUNCHES SERVED (COUNTS)BREAKFASTS SERVED
(COUNTS)
OF DATE ELIGIBLES STUDENTS STUDENTS
REVIE
WER 2011 FREEREDUC
ED PAID FREEREDUC
ED PAID TOTAL ADULT FREEREDUC
ED PAID TOTAL ADULT
YEP 3/1 303 111 472 299 105 235 639 50 101 27 32 160 2
YEP 3/2 308 111 470 295 108 224 627 48 121 30 25 176 3
YEP 3/3 311 115 470 300 111 215 626 40 126 32 37 195 5
YEP 3/4 320 120 470 302 115 218 635 51 128 34 39 201 2
YEP 3/5 318 124 468 298 103 250 651 42 125 35 42 202 3
301 117 444
TLS 1494 542 1142 3178 231 601 158 175 934 15
SIGNATURE OF PREPARER:
Rude wakening
The yellow boxes are the comparison numbers – the attendance adjusted
numbers
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Meal ComponentsOffer versus Serve
Dietary Specificationsand
Documentation
26
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School Nutrition
Lunch Meal Pattern
27
Grades K-5 Grades 6-8 Grades 9-12
Meal PatternAmount of Fooda Per Week (Minimum Per
Day)Fruits (cups)b 2.5 (0.5) 2.5 (0.5) 5 (1)Vegetables (cups)b 3.75 (0.75) 3.75 (0.75) 5 (1) Dark greenc 0.5 0.5 0.5 Red/Orangec 0.75 0.75 1.25 Beans and peas (legumes)c 0.5 0.5 0.5
Starchyc 0.5 0.5 0.5 Otherc,d 0.5 0.5 0.75 Additional Veg to Reach Totale 1 1 1.5 Grains (oz eq) f 8-9 (1) 8-10 (1) 10-12 (2)Meats/Meat Alternates (oz eq) 8-10 (1) 9-10 (1) 10-12 (2)Fluid milk (cups) g 5 (1) 5 (1) 5 (1)
Other Specifications: Daily Amount Based on the Average for a 5-Day Week
Min-max calories (kcal)h 550-650 600-700 750-850
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Offer Versus Serve for National School Lunch
Students may decline 2 of the 5 required food components.
Students must select at least ½ cup of fruit and/or vegetable.
Students must select the other food components in the quantities planned.
The ½ cup fruit and/or vegetable counts as a full component regardless of age group.
In other words – All students K - 12 must select ½ cup plus two other full components.
School Nutrition 28
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School Breakfast Meal PatternFor 2013-2014 (only)
Food Components Grade K-5 Grade 6-8 Grade 9-12
Milk 5 cups/week(1 cup daily)
5 cups/week(1 cup daily)
5 cups/week(1 cup daily)
Fruit/Vegetable* 2 1/2 cups/weekly(1/2 cup daily)
2 1/2 cups/weekly(1/2 cup daily)
2 1/2 cups/weekly(1/2 cup daily)
Grains/Breads-Minimums-At least half whole grain for 2013-2014-All whole grain beginning SY2014-2015
7 – 10 oz. equivalent/week(1 oz. daily minimum)
8 – 10 oz. equivalent/week(1 oz. daily minimum)
9 – 10 oz. equivalent/week(1 oz. daily minimum)
Meat or Meat AlternatesNone required by may substitute 1 oz. equivalent of meat/ma for 1 oz. equivalent grain after minimum daily grain is metAlternately, m/ma may be offered as an extra food and not credit toward any component.
Other Requirements
Minimum-Maximum CaloriesWeekly Average
350 - 500 400 - 550 450 - 600
School Nutrition 29
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Review ExpectationsAugust 16, 2013Tennessee Department of Education
School Nutrition Program