KN-CLAIM. Kansas Nutrition - CLaims And Information Management. Quick Reference for Sponsor & Site Applications

Transcription

1 KN-CLAIM Kansas Nutrition - CLaims And Information Management Quick Reference for Sponsor & Site Applications Child Nutrition & Wellness Kansas State Department of Education June 2015

2 Child Nutrition & Wellness Kansas State Department of Education Landon State Office Building 900 SW Jackson Street, Suite251 Topeka, KS Phone: Fax: The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at or at any USDA office, or call (866) to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C , by fax (202) or at program.intake@usda.gov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employer.

3 KN-CLAIM Quick Reference for Sponsor & Site Applications What is KN-CLAIM? KN-CLAIM is the Child Nutrition & Wellness web-based computer system. The acronym stands for Kansas Nutrition CLaims And Information Management. KN-CLAIM is used to update the Sponsor Application and Site Application(s). It can also be used to submit (i.e. upload) the following additional documents that are part of the annual program renewal process: Form 3A: Letter to Household Form 3B: Application Packet for Free and Reduced Price School Meals Form 3D: Notification of Eligibility Determination Form 3E: Consent for Disclosure Form 3H: Special Milk Application Packet for Free Milk Form 7A: Letter to Household about Direct Certification Form 8D: Letter to Household about Selection for Verification Form 8M: Letter to Household about Benefit Decrease Paid Lunch Equity (PLE) Tool Board Minutes, if required due to subsidy for low paid student meal price Purchasing Plan Civil Rights Front Line Training Rosters Important Dates KN-CLAIM is available for entry of 2016 Program Year renewal information beginning on May 12, All program renewal data entry and forms must be completed by July 15, Help is Available! We have done our best to assure that KN-CLAIM works correctly and is easy to use. However, there is always room for improvement. Please let us know if you encounter any problems or need assistance with using the system. Do you need help using KN-CLAIM or have a system problem to report? Call and ask for KN-CLAIM support. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 1

4 This Quick Reference Covers How To: A. Access KN-CLAIM and log-in B. Navigate to the sponsor s data for the 2016 Program Year C. Update the Sponsor Application D. Update the Site Application(s) E. Submit the Sponsor Application and Site Application(s) to KSDE for approval A. Access KN-CLAIM and Log-in 1 Go to This screen is the home page of the Child Nutrition & Wellness website, KN-EAT. We hope that you are already in the habit of regularly using KN-EAT. It is your gateway to KN-CLAIM and to a great deal of valuable information about Child Nutrition Programs. While you re on the KN-EAT home page, take a moment to click on School Nutrition Programs and to check for important announcements and new information on the What s New page. 2 Click on the School Nutrition Programs button/icon. 3 Select KN-CLAIM from the left menu. 4 Log in using your KN-CLAIM user-id and password. KN-CLAIM features security rules to make it more difficult for unauthorized persons to enter the system. The KN-CLAIM password must contain eight or more characters and include: Both upper and lower case characters: a-z, A-Z and Digits and punctuation characters as well as letters: # $ % ^ & * ( ) _ + ~ - = \ ` { } [ ] : " ; ' < >?,. / The password cannot be a word in any language including slang, dialect, jargon, etc. It should not be based on personal information, names of family, etc. Try to create passwords that can be easily remembered. One way to do this is to create a password based on a song title, affirmation, or other phrase. For example, the phrase might be: "do what You say, say what You do" and the password could be "dwys,swyd" or some other variation. Do not use this example as your password! Protect your user-id and password. Make sure that only authorized personnel have access to this confidential information. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 2

5 B. Navigate to Sponsor s Application Data 1 - Program Selection Menu (puzzle pieces) Click <School Nutrition Program>. 2 - Program Year Selection Click <2016>. 3 - Sponsor Summary Click the blue tab labeled Applications. C. Update and Submit the Sponsor Application Most of the prior year s Sponsor Application data has been rolled over into the Sponsor Application for the new Program Year. Carefully review all data on the Sponsor Application and update as needed. 1 - Sponsor Application Click <Add>. 2 - Refer to the Instructions for the Sponsor Application on page 4 of this document. When all information has been reviewed and updated, click <Submit>. Then click <here> to return to the Sponsor Summary. If there are no errors, the Sponsor Application will have a status of Pending Submission. If there are errors, click <Edit> to correct them. Repeat Step C2 until there are no errors and the Sponsor Application has a status of Pending Submission. D. Update and submit the Site Application(s) Most of the prior year s Site Application data has been rolled over into the Site Application(s) for the new school year. Carefully review all data on the Site Application(s) and update as needed. 1 - Site Application Click <Add>. 2 - Refer to the Instructions for the Site Application on page 9 of this document. When all information has been reviewed and updated, click <Submit>. Then click <here> to return to the Sponsor Summary. If there are no errors, the Site Application will have a status of Pending Submission. If there are errors, click <Edit> to correct them. Repeat Step D2 until there are no errors and the Site Application has a status of Pending Submission. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 3

6 IMPORTANT! All Site Applications must be saved and in Pending Submission status before completing Step E. E. Submit Sponsor Application and Site Application(s) to KSDE for Approval Sponsor Summary Click the blue tab labeled Packet. Click in the check box and then on <Submit>. Status will change to Pending Approval. Note that the Sponsor and Site Applications cannot be edited again until after they are reviewed and approved by KSDE. At that point the status of the applications will be Approved. IMPORTANT! The Sponsor Application and Site Application(s) must be in Approved status in order for reimbursement claims to be entered. You are responsible for assuring that the sponsor s program renewal data is current and correct. The sponsor s information may be updated at any time throughout the year by following the steps outlined in this document. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 3

7 Instructions for the Sponsor Application Carefully review all data on the Sponsor Application and update as needed. (1-5) Mailing Address: Some sponsors prefer mail to be sent to a post office box. (6-10) Street Address: A street address is needed for delivery of some program materials and for KSDE personnel to locate the sponsor's office. (11-12) Sponsor s Website: Indicate if the sponsor has a website, and if yes enter the website s address. (13-81) Authorized Representative, Nutrition Services Director / Manager, Claim Contact, Direct Certification Contact, Food Recall Contact, Superintendent Contact: Due to the potential need for very quick action, food recalls will be distributed ONLY by . Make certain that the Food Recall Contact is someone who checks his/her every day. If the Food Recall Contact is absent from work, someone else should be checking this person s . Superintendent contact information is applicable only to public districts and State schools. Direct Certification Contact should check daily for notification of any new students added to the Direct Certification List. For Nutrition Service Directors advertised and hired after July 1, 2015, must provide date of hire, highest level of education completed, number of years of school food service experience and if the person has a Kansas Certificate in Child Nutrition Management. (82-89) Certification & Verification Information: The Determining Official is responsible for reviewing and approving/denying applications for Child Nutrition Program benefits. Enter the title of the official(s), such as "building principal". The Hearing Official is responsible for hearing appeals of decisions made by the Determining Official(s). The Hearing Official cannot also be a Determining Official or person who will be verifying eligibility. Enter the name and title of the Hearing Official. The Verification Official is responsible for coordinating verification of income for selected households approved for reduced price or free meals. Enter the name and title of the Verification Official. The Independent Review Official is responsible for a second review and approval/denial of applications for Child Nutrition Program benefits. Enter the name and title of the official. The Independent Review Official cannot be the same person as the Determining Official. (90-97) Other Information: Type of Sponsor: The system displays whether the sponsor is educational, government, non-profit (faith-based) or non-profit (secular). Child Nutrition & Wellness, Kansas State Dept. of Education, Page 4

8 Number of Child Nutrition Personnel: In the first box enter head count number of personnel who are directly involved in the preparing and/or serving of food. In the second box, enter any additional Child Nutrition employees whose salary is reported as direct labor on the food service budget. This may include any or all of the following: dishwashers, cashiers, meal transporters, clerical personnel, food service managers, food service supervisors and food service directors. Eligible for High Rate Lunch Reimbursement: The sponsor will receive an additional two cents reimbursement per lunch served if 60 percent or more of lunches served in the second preceding school year were reduced price or free. Based on the sponsor s reimbursement claims, the system will determine if the site is eligible for the High Rate Lunch Reimbursement. On-line Application for Child Nutrition Program Benefits Software System: Indicate if one will be used and if so, provide the name. KSDE will review Form 7F and enter date when review is complete. Community Eligibility Provision: Click on the Yes or No button to indicate an application to participate will or will not be completed. (98-112) Reimbursable Meal Prices: Enter prices in the table for all meals/snacks served. If the sponsor does not offer a particular category of meal (for example, "Elementary Paid Snack"), enter a zero (0). If more than one price is charged per meal category, enter the highest price charged. The maximum prices that can be charged for reduced price meals/snacks are: lunch, $.40; breakfast, $.30; after school snack, $.15. The prices charged for adult meals should at least equal the current free rate of reimbursement for those meals, unless a lower charge is pre-approved by KSDE. Meal Type ESTIMATED Free Reimbursement Rate Recommended Minimum Adult Meal Charge Regular Breakfast Program $1.66 $1.70 Severe Need Breakfast Program $1.98 $2.00 Lunch $3.43 $3.45 IMPORTANT: The estimated reimbursement rates shown above are based upon the average percent of increase over the last three years. ( ) Paid Lunch Equity (PLE): (113) PLE Tool Upload is required (Microsoft Excel -.xls or.xlsx) Follow these steps to upload a form: a. Click the <Upload> button. b. Click the <Browse> button and then navigate to the location on your computer s hard drive or network where the file is located. c. Once the file is located, select it and then click <Open>. The filename will appear in the box next to the words Enter filename. d. Click the <Upload> button. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 5

9 After you upload a file, you may view or delete it by clicking on the appropriate button. If you delete the file, you may upload another one by following the above process. (114) Enter the Weighted Average Paid lunch Price as calculated on the PLE tool. (115) Enter the Required Weighted Unrounded Average Paid Lunch Price as calculated on the PLE tool. ( ) Select the Paid Lunch Equity action taken. (116) Check if paid meal prices were increased for and indicate the new average paid lunch price (117) Check if credit earned from 2015 will be carried forward to 2016 and indicate the amount. (118) Check if a combination price increase and non-federal source contribution and indicate the new average paid lunch price and amount of non-federal source contribution. (119) Check if a non-federal source contribution was made instead of a price increase and indicate the amount of the transfer. (120) If a non-federal source contribution was made, Board Minutes must be submitted to KSDE. Indicate if they were uploaded on mailed. (121) Check if no action was needed - current meal price was higher than required. (122) Check if in strong financial position and are requesting exemption from PLE requirements. Upload PLE Exemption Application. KSDE must review and approve the application request. Note: KSDE must also review and approve PLE tool upload and if applicable, Board Minutes upload, before application can be approved (Warning message will be displayed until approved). ( ) Effective Date of Free or Reduced Price Meal Eligibility: (123) Check if the date of eligibility is determined by the Determining Official or if flexibility is requested for establishing the effective date of children certified for free or reduced price meals or free milk based upon a household application. (124) If flexibility option is selected, indicate method that will be used to document the date the application was submitted from the drop-down box. (125) Effective Date for Direct Certification Check if the date of eligibility is determined by the Determining Official or if flexibility is requested in determining the effective date of eligibility by using and documenting the created date on the Direct Certification list and the date certified by liaison/official for Homeless, Migrant, FDPIR, Head Start/Even Start. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 6

10 ( ) Special Milk Program: Schools with food service programs can participate in the Special Milk Program (SMP) ONLY for split session pre-kindergarten or kindergarten classes that do not have access to a school breakfast or lunch. Each sponsor participating in the SMP must decide which of the following two options ALL of their SMP schools will provide: (1) Paid Special Milk Only OR (2) Paid and Free Special Milk. If the sponsor will participate in the SMP, select the option to be implemented AND click on the Yes or No button to indicate whether students will be charged for paid Special Milk. Enter the milk charge if applicable. As a general guideline the charge for paid Special Milk cannot exceed 15 cents. However, if you can document that it is necessary to charge a higher price in order to cover costs, please contact KSDE. If the sponsor elects to offer paid and free Special Milk, free milk must be available to eligible children at any time milk is made available to other children participating in the SMP. ( ) Meal Purchasing & Procurement: Each sponsor is required to have a Purchasing Plan which will be uploaded in this section. If the sponsor contracts with a Food Service Management Company (FSMC), the contract is for one year and may be renewed for up to four additional years. Enter the name of the company, date the current contract originated, and the name and of the Sponsor Contact with responsibility for oversight of the Food Service Management Company. If the sponsor contracts with another sponsor (such as a school district) to provide food service, enter the name of the sponsor. Upload a copy of the contract. Enter the prices paid to the contractor for each breakfast, lunch and snack. If the sponsor has a prime vendor contract, provide the date the current contract was originated. If prior to current year, provide the date of the prime vendor cost audit. Wellness Policy Information: ( ) Update the wellness policy contact s information as needed. (154) The KN-CLAIM Wellness Impact Tool for Program Year 2015 must be updated by July 15, 2015 to document the sponsor s status on the Kansas Model School Wellness Policy Guidelines at the end of school year and its new goals for the coming school year. (155) Answer yes if the sponsor used the online Wellness Impact Tool to create its wellness policy. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 7

11 Milk Substitutions for Food Allergies/Intolerance ( ) Fluid Cow s Milk Substitutions for Any Reason Other than Disability (156) Select each school level where substitutions for fluid cow s milk are made when requested by a medical authority or parent/guardian for any reason other than a disability. (157) Select each fluid milk substitute provided to students who have either a medical statement or parent/guardian request on file for any reason other than a disability. Program Renewal Forms: (158) Indicate whether the forms listed on the screen under item (159) will be submitted to KSDE by mail or by uploading them. KSDE strongly encourages you to upload the forms because it will enable a quicker review and turn-around time. To use the upload feature, documents will need to be in one of the following formats with the appropriate file extension: Adobe PDF (.pdf) Microsoft Excel (.xls) or (.xlsx) Microsoft Word (.doc) or (.docx) Text file (.txt) Note: Safari will NOT work for any uploads. (159) Follow these steps to upload a form: Click the <Upload> button. Click the <Browse> button and then navigate to the location on your computer s hard drive or network where the file is located. Once the file is located, select it and then click <Open>. The filename will appear in the box next to the words Enter filename. Click the <Upload> button. After you upload a file, you may view or delete it by clicking on the appropriate button. If you delete the file, you may upload another one by following the above process. Civil Rights Training: ( ) Indicate date and name of Authorized Representative or designee completing required civil rights training. (162) Enter the date(s) of Front Line Civil Rights Training and upload roster(s). When the Sponsor Application is in Pending Approval status, the sponsor cannot modify it until after KSDE has approved it or returned it for corrections. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 8

12 Instructions for the Site Application To update a site, carefully review all data on each Site Application and revise as needed. To add a site, go to School Nutrition Programs, Administration, Program Initiation. Complete the New Site Application. KSDE will use the information provided on this form to set up the site in KN-CLAIM and will advise you when the remaining site information can be entered online. (1-5) Mailing Address: Some sites prefer mail to be sent to a post office box. (6-10) Street Address: A street address is needed for delivery of some program materials and for KSDE personnel to locate the site. (11-16) Site Manager at this Site: Provide requested contact information. (17-20) Months of Operation: Check ALL months during which the site will operate ANY of the School Nutrition Programs: National School Lunch Program, School Breakfast Program, Special Milk Program, Afterschool Snack Program. (21-31) General Information: Site Type: The system displays whether the site is public or private. Site Classification: Check the ONE best description of this site. If the site is a Private Residential Child Care Institution (RCCI), update the License Date and/or License Number. If RCCI has day students, enter the number. Campus Meal Service: Indicate if the site is open (can leave for meals), mixed (some grades may leave but not all), or closed (no students may leave). Grades Enrolled at Site: Check all grade-levels that participate in any of the School Nutrition Programs. Attendance Factor: This field is defaulted to the statewide average attendance factor. If you are using a locally determined percentage, update on each site application prior to filing your first claim for SY Food Service Type: Select the one option that describes this site. a. Base Kitchen: This site prepares food for itself and other attendance centers. b. Central Kitchen: This site prepares food but does not usually serve the food on-site. c. Self-Contained Kitchen: This site does its own food service preparation. d. Transported in from Base Kitchen: This site has meals transported in from a base kitchen. e. Transported in from Central Kitchen: This site has meals transported in from a central kitchen. f. Walk-Over: This site sends its students to a food service site. g. Milk Only: This site participates in only the Special Milk Program. h. Receives Pre-Plated Meals: The site receives pre-plated meals from a base kitchen. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 9

13 If this site is a Walk-Over, will it submit a separate reimbursement claim or be included on the serving site s claim? If Central Kitchen or Base Kitchen, select sites that receive meals. Labor Hours: Number of Labor Hours per day at the site. (32-37) National School Lunch Program: Select the Participation option for this site. If Provision 2 or 3 is checked, enter the "base year" (line 36). Refer to the guidance titled "Special Assistance Alternatives" for an overview of Provisions 1, 2, and 3. Contact KSDE for further information about these provisions. Select Meal Service Location (may select more than one) Enter the Begin Time and End Time (time last meal is served) for lunch service. Offer Grades and Serve Grades: Offer means that the student may decline a specified number of items and the meal is still reimbursable. Offer is required at lunch in high schools and is optional at lunch for other building levels. Check All if all grade-levels at this site use Offer at lunch. Otherwise, check each grade level at this site that uses Offer at lunch. Serve means that the student must take the total number of items that comprise the reimbursable meal. Check All if all grade-levels at this site use Serve at lunch. Otherwise, check each grade level at this site that uses Serve at lunch. (38-44) School Breakfast Program: Select the participation option(s) for this site: KSDE-approved SBP waiver: Select this option if the site has a KSDE-approved waiver from participation in the School Breakfast Program for the coming school year. Select Meal Service Location (may select more than one) Enter the Begin Time and End Time (time last meal is served) for breakfast service Offer Grades: Offer means that the student may decline a specified number of items and the meal is still reimbursable. Offer is optional for breakfast. Check All if all grade-levels at this site use Offer at breakfast. Otherwise, check each grade level at this site that uses Offer at breakfast. Serve Grades: Serve means that the student must take the total number of items that comprise the reimbursable meal. Check All if all grade-levels at this site use Serve at breakfast. Otherwise, check each grade level at this site that uses Serve at breakfast. Provision 2 or 3 or Community Eligibility Provision: For an overview of Provisions 2 and 3 or Community Eligibility Provision, refer to the guidance titled "Special Assistance Alternatives". If Provision 2 or 3 is checked, note the "base year" (line 43). Contact KSDE for further information about these provisions. (45-47) Severe Need Breakfast: Schools that served 40 percent or more of lunches free or reduced price in the second preceding school year qualify for additional reimbursement known as the Severe Need Breakfast rate. Based on prior reimbursement claims filed for this site, the system will determine if the site is eligible for the Severe Need Breakfast rate. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 10

14 (48) Special Milk Program: Select the participation option for this site. (49-69) Summer Meals: Select the participation option for this site. If Seamless Summer, then Update Selection and complete lines (70-97) Afterschool Snack Program: If item (70) is answered No, skip to item (98). If item (70) is answered Yes, please complete the remainder of the items in this section. (98-99) Health Inspection Information: Provide information about the number of food service health inspections completed during the last program year and identify the agency completing these inspections. If you do not have ready access to the health inspection dates, please try to locate them at the Kansas Department of Agriculture s food safety inspection website: (100) Letter to Request Food Safety Inspection: Provide the date the letter was sent to the Kansas Department of Agriculture if the site did not receive at least 2 health inspections. ( ) Money Collection Procedures: The money collection procedures must prevent overt identification of students receiving reduced price or free benefits. ( ) Meal Counting Procedures: The meal counting procedures must ensure accurate counts by meal type and eligibility category and prevent overt identification of students receiving reduced price or free benefits. ( ) Meal Monitoring Procedures: The meal monitoring procedures must ensure that only meals/snacks containing all required components/menu items are claimed for reimbursement. Child Nutrition & Wellness, Kansas State Dept. of Education, Page 11