12/5/2014. Income Eligibility Category Summary - CACFP Center Conference Call * Child Nutrition & Wellness, Kansas State Department of Education

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Michael Wilson
8 years ago
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3 Sponsors are require to provide documentation that supports the claim for reimbursement. Each month sponsors are paid based on the claiming percentages established in October, April or the individual month if the sponsor chooses to report more frequently. Improperly reported Income Eligibility Summaries will result in sponsors being paid more or less than is appropriate. If you are not earning all you are entitled to, you are jeopardizing your program. If you are earning more than you are entitled to a review or audit will result in the requirement to return funds either outright or in garnished claims for a period of months. Either way you will suffer in the efficient operation of your business. 3

Improperly reported Income Eligibility Summaries will result in sponsors being paid more or less than is appropriate.

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Read Situation from the slide. To correct this error the form will need to be moved from the free category to the paid category and a claim revision will be completed.

5 Read Situation from the slide. To correct this error the form will need to be moved from the free category to the paid category and a claim revision will be completed. Because the claiming % changes, payments for subsequent claims change. In this situation the center had filed claims for two months using the incorrect income category numbers. The claim revision shows that the income category numbers were correct and then what the cost was for the revision. This revision resulted in a over claim and the center owed KSDE $ As you can see one little error can cost your program money. If you have multiple errors the claim revisions can be costly. 5

Because the claiming % changes, payments for subsequent claims change.

6 At the CACFP website Administrative Handbook is the first selection in the red field on the left. Chapter information is found by subject matter and selecting the red diamond blue diamonds bring up the forms each chapter s forms are identified by chapter number and alphabet. We are discussion information found in Chapter 12 Claiming Reimbursement and will discuss how form 12-C will be used. 6

up the forms each chapter s forms are identified by chapter number and alphabet.

7 Form 12-C allows a place to keep the list of current participants. Review attendance rosters for the entire month. Record all participants who attended at least one meal. Select the Chapter 12 forms (12-C) 7

8 Sponsors must report income eligibility categories in October and April. If percentages change by 15% or more it is recommended that the eligibility categories be reestablished in that month to assure that payments are consistent with participation. Current reimbursement (2015) for free lunch is $3.2275; reduced ; paid $ (If you incorrectly get paid for 1 free meal and that participant moves to paid it will take over 6 paid meals to repay that overpayment.) List all participants in attendance during the month being counted. Identify those who ate a meal during the month only those participants will be counted. A participant that ate one breakfast and never attended again is counted. A participant who enrolled on the 30 th and ate one meal or snack is counted. The participant who was gone on vacation a week, sick a week, and attended only 2 days each of the other weeks is counted equally to the participant who attended every day. Those children who participate in the area eligible programs are not counted although a school age child who attends a breakfast can be counted. If a Sponsor reports their income eligibility category numbers in months other than October and April a summary must be on file for each month income eligibility category numbers are reported. If you have a list that captures the participant s name, income category and identifies that they ate within the month you can do your summary from that list. If you do not, KSDE has a form that we recommend you use for these monthly counts. 8

Current reimbursement (2015) for free lunch is $3.2275; reduced 2.8275; paid $.5275.

9 Sponsors must report their income category numbers on their October and April claims. Develop a list of participants by site that shows enrolled participants who participated in at least one meal during the claim month and their income eligibility category. The list is called the Income Eligibility Categories Summary. The income category numbers on the list are then reported on the claim. This sets the centers claiming percentages. An error on the IEC will impact claims for the following months. A copy of the summary must be kept on file with Enrollment & Income Eligibility Forms. Head Start children are categorically eligible for free meals as long as the Head Start agency s determining official provides certified list of children that are enrolled in Head Start. The list must include eligible child s full name, statement certifying that these children are enrolled in Head Start, and signature and date of the Head Start determining official. The certification list must be completed and retained on file each time the center reports their income eligibility category numbers. A copy of the Income Eligibility Category Summary and Automatic Eligibility Summary can be found on CACFP website at CACFP, Administrative Handbook. 9

The list is called the Income Eligibility Categories Summary. The income category numbers on the list are then reported on the claim. This sets the centers claiming percentages.

10 Numbers entered in KN-CLAIM in October will populate through March there will be zeros in April so you will be prompted to enter numbers again. Documentation must support the information entered. On reviews and audits a claim month is chosen and the Income Categories summary is reviewed for the appropriate month. 10

Documentation must support the information entered.

11 For children that are part of Head Start, income eligibility forms are not required, however documentation must be available in the form of a list signed by the Head Start Official that identifies the children by full name and is signed by the Head Start Official. Form 9-B in The Administrative Handbook is designed to collect all the required information. 11

Official that identifies the children by full name and is signed by the Head Start

In reviews and audits costly corrective actions result when there is No list of participants on file the list must be on file for October and April at minimum Numbers can be reported more frequently,

12 In reviews and audits costly corrective actions result when there is No list of participants on file the list must be on file for October and April at minimum Numbers can be reported more frequently, but the list and all documentation must be available for those months as well. Attendance and meal documentation will be reviewed to assure each participant claimed did attend a meal. Income Eligibility Forms must be kept up to date and must be accurately determined. For more information on determining eligibility forms review Chapter 9 in Food Service Facts. Cross train someone to review the determinations to assure that determinations were correct and all information is present. 12

Attendance and meal documentation will be reviewed to assure each participant claimed did attend a meal.

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15 The designated user goes to the KN-Claim log-in screen and selects the CACFP Designated User Registration. They enter their name as the sponsor entered it - the user is identified and asked to create their unique password. Whenever changes are made to apps and saved the date and user is identified in the footer of the app. Thankfully we have not had issues with our access, and some of you have limited authorized use, but this is one way to allow broader access with cross training as well as keep a handle on the security of your agency. 15

Whenever changes are made to apps and saved the date and user is identified in the footer of the app.

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