# 32 - CYMS Training Guide - USDA Processes ( Updated Sept 2012)

Transcription

1 # 32 - CYMS Training Guide - USDA Processes ( Updated Sept 2012) The following steps are critical for CYMS to assist you in accurately calculating the amount of reimbursement you should receive from USDA (for your facilities and providers). Setup: USDA Income Categories Default USDA Rates and Meal Times (CDC/SA and Provider) Meal Serving Time Adjustments (By Facility and By Provider) Household Data (Family Size and USDA Income) Overview: When a child swipes in and out of a building, the system figures out the meals that were served to that child based on the meal serving times that are linked to each location. Based on the swipes times and meal serving times, the system will determine which meals are reimbursable and which are not. It also understands the maximum reimbursement you can receive for any given child on any given day is 2 meals and 1 snack. CYMS will work backwards beginning with Dinner to try to maximize the reimbursement to the center. For example, if a child was in attendance all day and a center served all meals and all snacks, CYMS would determine the reimbursable meals to be Dinner, Lunch and PM snack. The system also determines the amount of reimbursement based on the USDA income category linked to that household. The program also scans the Roster History as well as the current roster to determine total meal reimbursement. See History Scan Notes at the end of this document for more details. Processes: Meal Posting for CDC/SA Attendance/Meal Posting for Providers USDA Meal/Reimbursement Report USDA Status Report (# Free, Reduced, Paid) Setting Up/Verifying USDA Income Category Ranges 1 Go to Files CYS CYS Financial Maintenance USDA Category Maintenance. CTG-32 USDA Processes (10.3 Sept 2012) (Page 1 of 8)

2 2 Verify the ranges are correct. If they are not, select the entry you wish to update and click Change. 3 Update the Income Limits For Free Services and Income Limits For Reduced Fee Services fields. This should be done annually when new USDA guidance is received. 4 Click Done. 5 Repeat steps 2 4 for each rate you want to update. 6 Click Exit to return to the Main Menu. Setting Up Default USDA Rates and Meal Times 1 Go to Files CYS CYS Financial Maintenance USDA Reimb Rate Maintenance 2 Update the CDC Rates. FCC Rates and Default Beginning Meal Times. 3 If you have more than 1 FCC rate (Tier I and Tier II) enter the most common rate based on your provider population. Please contact VSI support for more information. Note: If a meal is not served, use 23:59 as the default beginning meal time. See AM Snack and Dinner in example below. CTG-32 USDA Processes (10.3 Sept 2012) (Page 2 of 8)

3 4 Click Done to return to the Main Menu. Meal Serving Times (Adjustments By Facility) 1 Go to Files Facility Facility Location Maintenance. 2 Highlight the location of the CDC. Click Change. 3 Click More Settings. 4 Click CYMS Defaults to fill in the fields with the information you provided in the previous section. 5 If this location s meal serving times are different at this location, change them here, then click Done. Note: For any meal or snack that is not served, make the begin and end time 23:59. CTG-32 USDA Processes (10.3 Sept 2012) (Page 3 of 8)

4 6 Click Exit to return to the Main Menu. Meal Serving Times (Adjustments By Provider) Note: Meal serving times and rates for providers are updated per provider. 1 Go to Files CYS CYS Provider Module. 2 Highlight the provider whose meal times you want to update and click Change. 3 Click the Meal Rates/Times button. 4 Click Load CYMS Defaults to get the default rates, and then adjust the rates/times for that provider if necessary. For any meal or snack that is not served, make the begin and end time 23:59 5 Click Done. Click Exit to return to the Main Menu. CTG-32 USDA Processes (10.3 Sept 2012) (Page 4 of 8)

5 Household Data - USDA Income Category and Family Size 1 You will not be able to post meals for children if their household does not have a USDA Income Amount and Family Size entered. These two pieces of data will determine the household s USDA Fee Category (Free, Reduced or Paid). Hint: You can use the Household Audit Report (Reports CYS CYS Admin Reports CYS HH Audit Report) to list households that are missing USDA information. (For the Audit Option, select Missing Data. For the Only Include Households with These Pass Types section, select only the CHILD and SA pass types.) 2 Go to Files Activity Household Maintenance. 3 Lookup the household and select them. 4 Click the DOD Financial radio set at the top of the screen. 5 Update the USDA Income Amount and Family Size fields in the center of the screen. 6 Click Done. Click Exit to return to the Main Menu. USDA Meal Reimbursement Posting For CDC/SA 1 Go to Daily CYS USDA Meal Reimb Posting. 2 Right-click in the Activity No field. Select the first activity you want to post. 3 Enter the Post Date. Note: Always use a date within the month you are posting for. (For example, if you are posting on November 3 for the month of October, use 10/31 as the posting date). 4 Enter the Search Dates. This is the date range you are posting meals for. 5 If you track them, enter the number of Adults 6 Choose Full Time or Hourly. CTG-32 USDA Processes (10.3 Sept 2012) (Page 5 of 8)

6 Note: For all of the regular programs, choose the Full Time option. For hourly children, there should be one Hourly Meal Post activity set up for each building that offers hourly care. Select that hourly activity and choose the hourly option. This will post meals for all hourly children that swiped into that building. 7 Confirm the meal serving times are correct. 8 Click Listing. 9 The Meal Reimbursement Update screen will appear and convert the children s swipes into reimbursable and non-reimbursable meals based on the meal serving times entered on the prior screen. CYMS assumes if the child was present they would have been offered the meal or snack. 10 To adjust the number of meals served or the meal rate, double click on the name you wish to update. Be sure the child whose meals you are adjusting is the name displayed on the bottom left of the screen. Make the appropriate changes to the number of Reimbursable or Non-Reimbursable and click Update Meal List. 11 Once all changes have been made, click Post Meal Record, click Ok and then Print Journal to get a print out of what you posted. This is the only chance you will get to see the data in the grid format you just saw on the posting screen. CTG-32 USDA Processes (10.3 Sept 2012) (Page 6 of 8)

7 12 Repeat steps 2 11 for each activity and for your Hourly patrons. When posting for the Hourly program be sure to select the Hourly Meal Posting Activity and select Hourly on the Meal Posting Screen. 13 Click Exit to return to the Main Menu. Note: If after posting the meal record, you realize you need to make an additional adjustment, you need to make all of the changes again. When you click Post Meal Record, the following message will appear: A USDA Meal Posting already exists for this class on this date. Do you want to overwrite this record? Yes will overwrite the record and No will leave the posting as it was previously posted. History Scan Notes: The USDA Meal Reimbursement Posting program automatically looks for visits associated with children on the current roster and children who have been sent to history to determine meal reimbursement. This ensures that meals for children who PCS d or transitioned during the middle of a week will be accounted for properly. USDA Meal Reimbursement Posting For Providers Note: Prior to posting provider meals, you must post attendance of the children enrolled in the home. Failure to post provider attendance will yield zero counts on your USDA reports. For more information on Provider Attendance Posting, see CTG-52 Provider Daily Processes. Once attendance is posted on your providers, follow the steps from the previous section to post their meals, with one exception: For all FCC postings, choose the Full Time/Hourly option only. USDA Meal / Revenue Reimbursement Report This report will give you the total number of meals served by room, broken down by USDA Category (Free, Reduced and Paid). CTG-32 USDA Processes (10.3 Sept 2012) (Page 7 of 8)

8 It also gives you the total number of meals served and the total due for reimbursement broken down by USDA Category (Free, Reduced and Paid). 1 Go to Reports CYS USDA Reports USDA Meal/Revenue Reimbursement 2 Enter the range of activities you want to report on. 3 Enter the Posting Date range you want to report on. Be sure to note that the date range asked for is the posting date range, not the date range of the meals. If you posted your January meals on February 4th and did not change the posting date back to a date in January, the date range here would have to include February 4th. 4 Click Print. USDA Status Reports This report gives you the total number of Free, Reduced, and Paid households. The following example assumes that you want the stats for a class range. You have the option to narrow your results by activity. 1 Go to Reports CYS USDA Reports USDA Category (Household) 2 Select the activity range you wish to report on. De-select Skip Activity Match Requirement. If Skip Activity Match is selected, you will receive USDA information for everyone in the database. Typically this is not what is needed. 3 Select to Print Each Detailed Household Record if you wish to see the Sponsor information. 4 On the Details screen decide which Roster Statuses you wish to include recommend including at least Enroll and PCS. Future statused children are people who will be starting in your classroom at a later date. This might inflate your count adversely if you include them. 5 Click Print. OR Some bases need to see a Master Report List of every child who visited a center during the month. It does not matter if he/she had a reimbursable meal or not. Also, if the child visited for 3 days that month they only need to count the child once. Use the following report for this: 1 Go to Reports CYS USDA Reports USDA Category (Child) 2 Select the Location Range of the center you wish to report on. 3 Enter a VST Date Rng of the month you wish to report on. 4 Select to print Full Day Visits and Hourly Visits 5 Select to Print Each Detail Record if you wish to see the Child information. 6 Click Print. CTG-32 USDA Processes (10.3 Sept 2012) (Page 8 of 8)