KN-CLAIM. Kansas Nutrition - CLaims And Information Management. Quick Reference for Fresh Fruit & Vegetable Program (FFVP) Reimbursement Claims

Transcription

1 KN-CLAIM Kansas Nutrition - CLaims And Information Management Quick Reference for Fresh Fruit & Vegetable Program (FFVP) Child Nutrition & Wellness Kansas State Department of Education July 2011

2 Child Nutrition & Wellness Kansas State Department of Education 120 SE 10 th Avenue Topeka, KS Phone: Fax:

3 KN-CLAIM School Nutrition Programs Quick Reference for Fresh Fruit & Vegetable Program Reimbursement (FFVP) Claims What is KN-CLAIM? It is the Child Nutrition & Wellness web-based computer system. The acronym stands for Kansas Nutrition CLaims And Information Management. 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. This Quick Reference Covers How To: A. Access KN-CLAIM and Log-in B. Navigate to FFVP Reimbursement Claim Form C. File an Original Claim D. Revise an Original Claim Before Payment E. Revise a Claim After Payment Has Been Made 7/2011 Child Nutrition & Wellness, KSDE Page 1

4 A. Access KN-CLAIM and Log-in 1 Go to 2 Click on School Nutrition Programs. 3 Select KN-CLAIM from the left menu. 4 Log in using your KN-CLAIM user-id and password. If you are prompted to change your password, follow the rules below which 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. B. Navigate to FFVP Reimbursement Claim Form 1 Program Selection Menu Click School Nutrition Program. 2 Program Year Selection Click Application, Additional Items Click FFVP Claim. 7/ Child Nutrition & Wellness, KSDE Page 2

5 C. File an Original Claim The original claim is version Select the month. Claim Month - Click on + sign by month for a list of all sites to be claimed. 2 - Complete Site Claims(s) - Repeat process below for each site: Click Add (to the far right of the site name). FFVP Reimbursement Claim Complete all information FFVP Contact 1. Enter name and phone number of FFVP contact. 2. If previous data has pulled forward, verify FFVP Contact information is accurate. If not, enter new or updated information. 7/ Child Nutrition & Wellness, KSDE Page 3

6 Fruits, enter 1. Type of fruit purchased (Example - Jonathan Apples) 2. Size/Weight of Purchase Unit (Example - 5 pounds, 20# case, 1 box, etc.) 3. Number of units purchased 4. Cost per unit **Do not use dollar signs when entering this data. 5. Click the green check mark at the beginning of the line to save data entered. 6. Cost will be automatically calculated and added to the operating costs listed at the bottom of the page. 7. Repeat steps above for each fresh fruit purchased. Vegetables, enter 1. Repeat steps listed for fruits. 7/ Child Nutrition & Wellness, KSDE Page 4

7 Labor, enter 1. Name of employee working on FFVP and any additional information to describe pay (Example Jane Doe, 2 $10/hour). 2. Total cost - amount paid to employee. **Do not use dollar signs when entering data. 3. Click the green check mark at the beginning of the line to save data entered. 4. Repeat steps above for each employee. Small Supplies and Other, enter 1. Item purchased (Example Napkins) 2. Description of item purchased (Example Package of 500) 3. Number of units purchased 4. Cost per unit **Do not use dollar signs when entering data. 5. Click the green check mark at the beginning of the line to save data entered 6. Cost will be automatically calculated and added to the operating costs listed at the bottom of the page. 7. Repeat steps above for additional supplies. 7/ Child Nutrition & Wellness, KSDE Page 5

8 Administration, enter 1. Description of expense item. This field can include notes to detail expense. (Examples Mrs. Foodservice director, planning time, 3 $15/hour or Cart, used 75% of time on FFVP, $200 x 0.75) 2. Total cost of the expense. Note, equipment cost must be approved prior to purchase and prorated to account for the percentage of time used on the FFVP. **Do not use dollar signs when entering data. 3. Click the green check mark at the beginning of the line to save date entered. 4. Repeat steps above for additional administrative expenses. Editing Information - To edit a saved entry, click on the picture of the pencil to the left of the line item. Make needed changes and click on the green check mark to save with changes. Deleting Information - To delete a saved entry, click on the picture of the scissors to the left of the line item. This line item will be deleted from the claim form. = Add = Save = Cancel = Edit = Delete Errors The claim form is designed to calculate a monthly average for each site by dividing the total grant awarded by the total number of operating months. If the amount claimed exceeds this average, an error message will appear at the bottom of the page to inform that the maximum claim amount has been exceeded. A claim may still be submitted, but will need to be reviewed by KSDE prior to approval and payment. A claim cannot be submitted if it causes the school to exceed its total grant amount. Please review amount entered to ensure accuracy. 7/ Child Nutrition & Wellness, KSDE Page 6

9 3 - Submitting Site Claim Click Save at the bottom of the page. A box at the top of the screen will say either: 1) The Fresh Fruit & Vegetable Program Claim was posted to the database with a status of Pending Submission. or 2) The Fresh Fruit & Vegetable Claim was posted to the database with a status of Errors Detected. If there are no errors, click here to go to the Site Claim Listing. Site Claim s status will be pending. If there are errors in the amount claimed, click here to go the Site Claim Listing. Site Claim s status will be Error. Claims may either be revised at this time or remain in error status until reviewed by KSDE. 7/ Child Nutrition & Wellness, KSDE Page 7

10 4 Submitting Sponsor Claim Once claims have been entered for all sites, return to claim month. Click edit next to the total for the month. Review the total amount of claims from all sites. Click the certification box. Click Save. A box at the top of the screen will say that The Fresh Fruit & Vegetable Claim was posted to the database with a status of Pending Approval. Click here to return to the claim list Sponsor Claim s status will be Pending Approval To review a claim without sending to KSDE for approval, do not click the certification checkbox on the Sponsor Claim. Sponsor Claim s status will be pending. IMPORTANT! The Sponsor Claim must be approved by KSDE in order for payment to be made. 7/ Child Nutrition & Wellness, KSDE Page 8

11 D. Revise an Original Claim Before Payment The original claim is version 0. It can be revised as many times as needed until it is paid. 1 - Complete A and B. 2 - Select the month. Sponsor Summary - Click on + sign by month for a list of all sites to be claimed. 3 - Change Site Claims(s) Repeat process below for each site modified: Site Claim Listing Click Edit next to Site Claim to be changed. Site Claim - Change information on Site Claim. Click Save. If there are no errors, click here to go to the Site Claim Listing. Site Claim s status will be pending. If there are errors in the amount claimed, click here to go the Site Claim Listing. Site Claim s status will be Error. IMPORTANT! Only a Site Claim with changes needs to be saved again. 4 - Re-Approve Sponsor Claim Once site claims have been edited and submitted, return to the claim listing. For the selected month, repeat part C, step 4. IMPORTANT! The Sponsor Claim must be approved by KSDE in order for payment to be made. 7/ Child Nutrition & Wellness, KSDE Page 9

12 E. Revise a Claim After Payment Has Been Made If a claim needs to be changed after it has been paid, KN-CLAIM will create a revised claim. The first revised claim is version 1 (one). There is no limit on how many claim revisions can be submitted. As with the original claim, a revised claim can be changed as many times as needed until it is paid. Once the revised claim is paid, if further changes are needed, KN-CLAIM will create another revision. Each revision has a number that is 1 (one) greater than the last revision. 1 - Complete A and B. 2 - Select the month. Sponsor Summary - Click on + sign by month for a list of all sites claimed. 3 - Select the most recent version of this month s claim. Only the revision with the highest number can be changed. If there have been multiple revisions, an additional + will appear next to the month. Click the black outer + to see all of the revisions. Click the yellow inner + to see all of the site claims for a particular revision. Once you have selected the highest revision number, the process to create a revised claim is the same as described in part D, steps 3 and 4. IMPORTANT! Only the Site Claim(s) with changes need to be saved again. IMPORTANT! The Sponsor Claim must be approved by KSDE in order for payment to be made. 7/ Child Nutrition & Wellness, KSDE Page 10