Meal Counting and Claiming

CRE Training 2011

Purpose of Meal Counting and Claiming To have an accurate claim and adequate

documentation on file to support the claim.

Components of a Successful Counting and Claiming System Eligibility Documentation Collection Procedures Point of Service (POS) Meal Counts Reports Claim for Reimbursement Internal Controls

Reference: USDA Meal Counting and Claiming Manual FNS – 270 August 1991

Eligibility Documentation Rosters at sites must contain correct eligibility

determinations

Collection Procedures Meal counting system involves:

collecting student cash entering PIN numbers scanning barcodes recording student names on a roster

Overt identification must be prevented.

Point of Service Meal Counts Acceptable POS meal

count accurately records: 1reimbursable meal

per enrolled student Counted by category

(free, reduced price, paid)

Daily Does not overtly

identify students’ eligibility categories

Reports Requirements include:

Manual or computerized Guarantee correct counts by category (free,

reduced price, paid) Reports on file must be:

Easily read Have edit checks Consolidated for an accurate claim

Claim for Reimbursement Consolidated and submitted in CNPweb:

https://cnp.ode.state.or.us/

Required documentation for monthly claim: Student Average Daily Attendance (ADA) report

listing highest daily enrollment Daily Meal Counts, with daily and monthly edit

check Claim consolidation form

Claim Submission in CNPweb Check box 14 – I Certify this claim is correct.

This claim is ready for payment.

Counting and Claiming Data

Internal Controls Requirements:

Edit Check Report (manual or electronic) to monitor system with an attendance factor.

Attendance Factor, 2 Options: 1. Average Attendance ÷ Current Enrollment =

Attendance Factor Example: 452 ÷ 478 = 94.6%

2. National attendance factor rate for 2011-12: 93.8%

Attendance Factor must be entered in POS computer system at beginning of school year.

Edit Check Requirement If edit check exceeded, justification is required

to claim meals.

Edit check formulas: Number of Paid X Attendance Factor (.938) = XX.X

% Number of Free X Attendance Factor (.938) = XX.X

% Number of Reduced X Attendance Factor (.938) =

XX.X%

Internal Controls Site monitoring:

Menus served are reimbursable Accurate POS meal count daily Review daily meal count with edit check

Sponsor monitoring: Monthly meal counts & edit checks submitted 1st of

month Review meal counts for irregularities & review daily

edit checks Check that claim status is “Approved” &

reimbursement check is deposited in a timely manner

On Site Reviews Required by February 1st if the sponsor has

more than 1 site POS in every school must be observed Correct problems and revisit within 45 days

CRE Success Accurate meal counting and claiming is key to

operating a successful program