and Claiming Provided by the LAUSD Food Services Division 832015 20152016 Part 2 Meal Counting and Claiming Provided by the LAUSD Food Services Division Pricing Collection Procedure Meal application required ID: 1044059
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1. 2015-2016Part 2Meal Counting and ClaimingProvided by the LAUSD Food Services Division8.3.2015
2. 2015-2016Part 2Meal Counting and ClaimingProvided by the LAUSD Food Services Division
3. Pricing Collection ProcedureMeal application requiredMeal benefit issuance documents maintainedMedium of exchange at the POSCollect co-pay for breakfast and lunch: reduced price eligible studentsfull price eligible/non-eligible studentsCo-pay is not collected for Breakfast In the ClassroomProvide non-reimbursable alternate meals to full price students who do not have money to purchase a lunch
4. Full Price Co-Payment PricesMealFull Price ElementaryMiddleHighBreakfast$ 1.75$ 2.00$ 2.25Lunch$ 2.25$ 2.50$ 2.75
5. Reduced Price Co-Payment PricesMealAll GradesBreakfast 0.30 ₵Lunch0.40 ₵NOTE: Student’s without the required co-payment will have their accounts charged and an account balance letter will be sent home.
6. Meal Payment SystemsCashPre-paymentsOn-siteOnline – MyPaymentsPlus.com6
7. What Is Provision 2 Provision 2 is an alternative provision for the annual determination of eligibility for free and reduced price school meals and daily meal counts by type:No charge for meals regardless of eligibilityReduces application burden to once every 4 yearsSimplifies meal counting and claiming procedures Schools to receive meal reimbursements based on claiming percentages
8. Base Year Collection ProcedureMeal Application requiredMeal benefit issuance documents maintainedMedium of exchange at the POSAll students eat at no charge
9. Provision 2 - Years 2+NOTE: NO LAUSD SCHOOL will be using the Provision 2 plus collection procedure during the 2015-2016 school yearNo meal application needs to be submitted All students eat at no chargeMedium of exchanges at the POS
10. Non-Reimbursable MealsALL SCHOOLS:Regardless of eligibility and claiming procedure, any student who refuses to take a complete reimbursable meal must be charged a la carte pricesRecord the items and money collected on the “Student A la Carte Sales and Inventory” form
11. Feed the Child (FTC)In the event a school administrator wishes to by pass the use of the Roster system due to computer failure and/ or expedite the line, the Food Services staff will:Click on the FTC button for each student that takes a complete meal Follow procedure to claim mealsFS Manager will invoice the school administrator with the total meals served for the day
12. CMS-FOH-POS Computer Failure In the event of a computer failure follow this process:Submit a Peregrine Ticket if possible and inform AFSS 2. Use the most current MiSiS Meal Program Roster3. Follow the “How To Account For Meals When POS Is Down”
13. How to account for meals when the POS is DOWNPRICING SCHOOL METHODMiSiS Meal Program Roster must be available at the POSCashier will find their name on the rosterCheck their eligibilityWrite the date and a “B” for breakfast or “L” for lunch next to the student’s nameCollect copay for Full or Reduced price students Add up all Free, Reduced and Full pay students separately
14. How to account for meals when the POS is DOWN cont.Fill out the Missing Meal and Enrollment Counts Worksheet and email to Accounting Tech II(ATII) per ESCCount all money collected and enter the total amount on the Bank Deposit tab, under Daily entryAdd a comment in the Bank Deposit memo section explaining that the POS is down and that the deposit includes co-payments received for the dayNote: Do Not Enter Meal Counts Into Daily Entry
15. Missing Meal and Enrollment Counts Worksheet ExampleEnrollment information.Breakfast information. Lunch information. Supper and Snack information.
16. Let’s Test Your KnowledgeWhat form or system must be completed in order to account for meals when the POS is down for 2015-2016?Click on the correct picture.
17. Correct!Click here to continue
18. Incorrect!Try Again
19. Incorrect!Try Again
20. ChecklistsSchool sites will use a checklist as a medium of exchange in some circumstances including, but not limited to: Grab n’ Go State pre-schoolOff-site mealsField tripsSpecial education classroomsSnack roster
21. Example of ChecklistsNOTE: Meal codes cannot be not printed on the form when a non-food service employee is using the checklist at the point of service.
22. Checklist Requirements & ProcedureProgram name (Ex: Youth Services, Beyond the Bell, etc.)Complete date of meal service (Ex: 09/14/2015)Names of students participating in the program The name of the staff member responsibleThe completed checklist will be returned to the cafeteria after the meal service The Food Service staff will record the meals in CMSNOTE: Meal codes cannot be printed on the form when a non-food service employee is using the checklist at the point of service.
23. Claiming Meals Using A ChecklistClaim the number of meals served daily by counting the number of checkmarks by meal eligibility category (if applicable) and enter the meal count into CMS Managers computerPricing and Provision 2- Base Year:Claim students meal under “Quantity Sale” by free, reduced and full price eligibility
24. Unacceptable Meal Counting SystemsThe following is a list of common errors in the meal counting process:Attendance CountsTray or Entrée CountsClassroom CountsCounts taken anywhere other than the POSPrepaid meals counted on the day they are paidSecond meals claimed for reimbursementAlternate mealsCash converted to meals
25. Test Your KnowledgeWhat is an acceptable meal count system for reimbursable meals?Click on the correct answer below:
26. Correct!Click here to continue
27. Incorrect!Try again
28. Incorrect!Try again
29. AccountabilitySchool Food Authorities must have internal control policies and procedures to prevent over claiming:Attendance FactorEdit Check Site Monitoring
30. Attendance Factor Attendance factor accounts for the difference between enrollment and attendance for that school district based upon the information submitted in the previous yearDetermined by the State No less than once each school year 93.8%Schools exceeding the 93.8% ADADocumentation required to increase the percentage
31. Edit Check Edit Check – accountability process developed to improve accuracy of reimbursement claims by the school districtRequired to repay any over-claimOne reimbursement claim per eligible student forBreakfast Lunch
32. Required Site Monitoring'sProgramFrequency National School Lunch Program1 on or before February 1st Breakfast Program1 on or before February 1stAfter School Snack 2 times a yearChild and Adult Care Food Program At Risk After School Program 3 times a year
33. Site Monitoring – Accuclaim/February ChecklistFederal regulations require one on-site review by February 1st of each year:Area Food Services Supervisors conduct the reviewThe AFSS are given 45 calendar days from the review date to perform any corrective actions necessaryRequired to provide training for employees such as- Annual WorkshopsNew Employee TrainingServSafeFollow up trainings and monitoring’s as needed
34. ReferencesStandard Operating Procedures for:CMS-POS Front of the HouseState Pre-School September 2011EEC Procedural Module August 2011USDA Meal Counting and Claiming Manual April 1991USDA Coordinated Review Effort Procedures Manual, Fiscal Year 2012USDA Eligibility Manual for School Meals, Jan 2008USDA Provision 2 Guidance, Summer 2002
35. Any Questions? Thank you