Welcme t CNIPS Training: CACFP Claim Entry General Cmments frm SCN CACFP claiming begins with submissin f the Octber claim due by Nvember 15, 2012. Timelines/Due Dates With CNIPS, SCN will cntinue t enfrce the current claim submissin due dates 15 th f each mnth fr claims 30 th f each mnth fr claim revisins/adjustments Site-level Claiming All Spnsrs will be submitting claims at the site-level. Claiming Prcess Spnsrs enter all 2012-2013 claims thrugh CNIPS. CNIPS will nly allw claim submissin n an apprved applicatin packet. Claim Revisins 2011-2012 claim revisins/adjustments must be submitted t SCN fr entry by the state since claim entry was perfrmed in the legacy system. 2012-2013 claim revisins/adjustments are entered thrugh CNIPS. General Assistance Visit the SCN CACFP website at: http://educatin.ky.gv/federal/scn/pages/child-and-adult-care-fd- Prgram.aspx CNIPS Website The CNIPS website is: https://cnips.educatin.ky.gv/ Use the same user ID and passwrd that yu lgged in with t cmplete yur spnsr applicatin. Frgt yur user ID/passwrd? Cntact the COT Help Desk at (502) 564-7576. 1 P a g e
Overview f Claims Prcessing Steps General Overview The diagram abve shws the general wrkflw fr filing a claim within CNIPS. Detailed instructins fr filing yur claim are shwn belw. Preparatin fr Claim Filing Fr a quick and easy claim filing the fllwing materials shuld be n hand: 1. Site Frm 17-9 2. Site Master Rster 3. CNIPS User ID and passwrd 2 P a g e
Claiming in CNIPS The Claim Entry functin is used t enter, mdify, and view claims. Prerequisite: In rder t create a claim in a given mnth, an apprved Applicatin Packet must be in effect fr the perid. T access Claim Entry 1. On the blue menu bar, select Claims. The Claims menu screen displays. Figure 1: Claim Menu 2. Frm the Claims menu, select Claim Entry Centers. Figure 2: Claim Entry Selectin 3. Select the Claim Mnth yu wuld like t submit a claim. The Claim Mnth Details screen displays. Nte: The current CACFP prgram year is the default claim entry year if n ther CACFP prgram year has been selected. Claim Year Summary The Claim Year Summary summarizes infrmatin regarding the claim fr each claim mnth in the designated year: Adj Number: identifies the number f revisins assciated with the claim. Each revisin must be re-prcessed by the state. Claim Status: identifies the current status f the claim. Date Received: identifies the date the system initially received the claim submissin. Nte: the State has the authrity t mdify this date. Date Prcessed: identifies the date the claim was included in the payment batch prcess. Earned Amunt: identifies the current value f the claim. 3 P a g e
Figure 3: Claim Year Summary screen Claim Mnth Details Frm the Claim Mnth Details screen, yu can access a specific claim frm r a summary f the submitted claim. If the claim has been prcessed by the State, the ptins are View (t view the cmpleted claim frm) r Summary (t view the calculated payment summary related t the claim). Figure 4: Claim Mnth Details Screen Example f Prcessed Claims If the claim has nt been prcessed by the State, the ptins are: View (t view the cmpleted claim frm), Mdify (t enter a new claim r mdify an existing claim) r Summary (t view the calculated payment summary related t the claim). Nte: Claims can be mdified UNTIL they have been added by the State int the batch payment prcess. Once a claim has been included in a payment batch, the status f the claim is Accepted* until the batch prcess has cmpleted. When the batch prcess has cmpleted, the status f the claim is Prcessed. 4 P a g e
Claim Site List Starting with the Octber 2012 claim, Spnsrs will perfrm site-level claiming. The Spnsr will first select Add Original Claim frm the Claim Mnths Detail screen. The Claim Site List screen will display. Figure 5: Claim Site List screen The Spnsr wuld use the Claim Site List screen t select the site fr a claim t add, view, r mdify. Figure 6: Claim Site List screen Nte: CNIPS will allw Spnsrs t add claim data nly fr active sites with an apprved applicatin packet fr the prgram year. 5 P a g e
T add an riginal claim Claims can be entered fr each eligible mnth in the prgram year. Eligible mnths are determined based n an apprved Applicatin Packet and the designated applicatin effective date (identified by the State in the Internal Use Only sectin f the Spnsr and Site applicatins). Frm the Claims menu, select the Claim Entry Centers. The Claim Year Summary screen displays. 1. Select the desired Claim Mnth. The Claim Mnth Details screen displays. 2. Select Add Original Claim buttn. The Claim Site List screen displays. Figure 7: Claim Mnth Details screen Add Original Claim 3. Under Actins, select Add t the left f the Site Name yu wish t add an riginal claim. The Claim fr Reimbursement screen displays. Nte: The Add Original Claim buttn will nly display n Claim Mnth Details screens that currently have n claims created. 4. Fr each site claim, enter claim infrmatin fr all eligible sites. Enter frm yur site Frm 17-9 Enter frm site Master Rster 6 P a g e
Fr Prfit Centers Only If yur site des nt qualify based n the number f Free/Reduced eligibility, yu may enter the Number f Subsidized Children t determine if yur site qualifies. ADCH Only Enter the number f Title XIX/Title XX residents. Enter this infrmatin frm site Frm 17-9 5. Select Save. If there are n errrs, the data is saved and the user is returned t Claim Site List screen. 6. Repeat Steps 3-5 fr each desired site. 7. Once all site claims are cmpleted, select the Cntinue buttn n the Claim Site List screen. The Claim Mnth Details screen is displayed. Review the data fr accuracy. Figure 8: Claim Site List screen Cmplete Site Claim Validatin 7 P a g e
8. Review the claim summary infrmatin n the Claim Mnth Details screen. If yu need t make a change, select the < Back buttn. Figure 9: Claim Mnth details screen 9. T submit the claim, check the Certificatin bx and select the Submit fr Payment buttn. Nte: When the Submit fr Payment buttn is selected, the system perfrms additinal edit checks (e.g., 15/30 day rule, etc.). If the system identifies errrs, the errrs must be crrected befre the user can submit the claim fr payment. WARNING: An riginal claim cannt be submitted by a Spnsr if the received date is mre than 15-days since the last day f claim mnth/year. Fr exceptins t this rule, cntact the SCN Help Desk 10. An email cnfirmatin will be autmatically sent frm CNIPS t the Claims Preparer identified n the mst current CACFP Spnsr Applicatin. Imprtant!: The claim summary status must have a date shwn fr Date Accepted. This prvides assurance that yur claim has been accepted by CNIPS. Figure 10: Claim Cnfirmatin screen 8 P a g e
11. Clicking Finished prvides a gd summary f yur claim status: Figure 11: Claim Mnth Details Screen Example f Prcessed Claims 9 P a g e
T mdify an un-prcessed claim At times yu may want t mdify yur claim befre it is prcessed by the state fr payment. Claims can be mdified as many times as desired until the claim has been submitted and prcessed by the State fr payment distributin. TIP: See Site Claim Example (pages 6-7) fr an example claim frm. Nte: Claims with a status f Accepted* r Prcessed are nt mdifiable as they have been selected by the State fr payment prcessing. Fr these, the Spnsr must create a revised claim. 1. Frm the Claims menu, select Claim Entry-Centers. The Claim Year Summary screen displays. 2. Select the desired Claim Mnth. The Claim Mnth Details screen displays. 3. Select Mdify. The Claim Site List screen displays. 4. Under Actins, select Mdify t the left f the Site yu wish t view. The Site Claim Reprt screen displays. Nte: The Summary link is nt active until a claim has been submitted with n errrs. 5. Update claim infrmatin. 6. Select Save. If there are n errrs, the data is saved and the user is returned t Claim Site List screen. 7. Repeat Steps 4-6 fr each desired site. 8. Once all site claims are cmpleted, select the Cntinue buttn n the Claim Site List screen. The Claim Mnth Details screen is displayed. Review the data fr accuracy. 9. T submit the mdified claim, check the Certificatin bx and select the Submit fr Payment buttn. Nte: When the Submit fr Payment buttn is selected, the system perfrms additinal edit checks. If the system identifies errrs, the errrs must be crrected befre the user can submit the claim fr payment. WARNING: An riginal claim cannt be submitted by a Spnsr if the received date is mre than 15 days frm the last day f claim mnth/year. Fr exceptins t this rule, cntact the SCN Help Desk. 10 P a g e
T revise a prcessed claim Claim revisins may be submitted if the date f submissin is within 30 days f the last day f the riginal claim mnth. Revised claims must be re-prcessed by the State regardless f their riginal status. TIP: See Site Claim Examples (pages 6-7) fr an example f a CACFP claim frm. 1. Frm the Claims menu, select Claim Entry-Centers. The Claim Year Summary screen displays. 2. Select the desired Claim Mnth. The Claim Mnth Details screen displays. 3. Select Add Revisin. The Claim Site List screen displays. 4. Under Actins, select Revise t the left f the Site whse claim yu wish t revise. The Site Claim Reprt screen displays. Nte: The Add Revisin buttn will nly display n Claim Mnth Details screens that currently have n claims created. 5. Make any necessary changes t the claim. 6. Select Save. If there are n errrs, the data is saved and the user is returned t Claim Site List screen. 7. Repeat Steps 4-6 fr each desired site. 8. Once all site claims are cmpleted, select the Cntinue buttn n the Claim Site List screen. The Claim Mnth Details screen is displayed. Review the data fr accuracy. 9. T submit the revised claim, check the Certificatin bx and select the Submit fr Payment buttn. Nte: Revised claims must be re-prcessed by the State regardless f their riginal status. WARNING: An upward adjusted claim cannt be submitted by a Spnsr if the received date is mre than 30-days since the last day f claim mnth/year. Fr exceptins t this rule, cntact the SCN Help Desk. 11 P a g e
Claim Statuses Statuses are used t define the state f a claim. Each claim can have nly ne status at a time. Nt Eligible The claim has a status f Nt Eligible when there is an applicatin cnditin that is preventing claiming fr the selected mnth (e.g., Spnsr r site is nt authrized n the Applicatin Packet t perate fr the selected mnth r the Applicatin Packet status is nt Apprved ). Incmplete Errr The claim has a status f Incmplete when the claim has been created in the system but the Save buttn was never clicked (e.g., timeut, lgut, etc.). The system saves the data that has been entered, but n edits have been perfrmed. The claim has a status f Errr when the claim has been submitted and has business rule vilatins. Validated This site claim has a status f Validated when the site claim has been entered, validated, and cntains n errrs. Applicable nly when the Spnsr is participating in site-level claiming. Accepted The claim has a status f Accepted when the claim has passed all n-line edits and additinal edits (e.g., 15/30 days edit, etc.), and is ready t be included in the payment tracking prcess. The claim can still be mdified. A revisin is nt necessary until the claim is included by the State in a batch payment prcess. Accepted* The claim has a status f Accepted* when the claim has been selected by the State fr inclusin in the batch payment prcess; hwever, the batch prcess has nt run. The claim cannt be mdified. If the claim requires a change, a revised claim must be submitted. Prcessed The claim has a status f Prcessed when the claim has been fully prcessed by SCN and has been sent t the State s Accunting Office fr disbursement f funds. 12 P a g e
Appendix Claims Submissin Checklist Have yu verified yur data entry t ensure it is crrect? Imprtant! Have yu entered in all yur sites fr claiming meals? Please remember that: A site must have an apprved applicatin status in rder t submit a claim A late site claim will be cnsidered a late claim. Under the USDA rules, spnsrs are nly allwed a single late claim every 3 years. In the Claim Year Summary screen, des the Claim Status field shw a status f Accepted? Nte: Claims are due by the deadlines established by SCN, which is prir t 12 a.m. EST n the 15 th f each mnth. If yu have questins r prblems with yur claim submissins please cntact the SCN Help Desk at (502) 564-5625. 13 P a g e