Claims Upload and Security CNPweb Claims Upload and Security

1. Claim Upload File Down load site monthly meal counts from POS software. Save with a CSV extension. Sample file name: SNPmmyyyy.csv The file must be in the defined file format. See website for information.

Claim Upload File Definitions Visit CNPweb Training Materials on website: http://www.ode.state.or.us/search/results/?id=207 Documents to select: CNPweb Claim Upload Format CNPweb Claim Upload Template

2. Sponsor Summary Login to CNPweb. Click on Claims/AFR tab (AFR= Annual Financial Report)

3. Claims Tab For each claim month, the period when an original claim can be filed is defined. For June 2007, an original claim can be filed from August 1, 2007 to September 30, 2007. If you have a partial month claim, you will need to wait until the claiming period is available or revise the previous month’s claim if the new meals were served over 10 days or less. Revisions are done on each site’s claim for the month. For the claim month, click on the Paper icon in the “Action” column to submit a file to upload all site claims as a group. The upload function can only be used once for a claim month. If claims are missing from the upload file they will need to be added individually through the “Add” function.

4. Claim File Upload Click on the “Browse” button to load the saved upload file on your school district system.

5. Browsing to Find File Click on file name to select. Click on “Open” button

6. File Imported to CNPweb Click on “Upload File” Button to process

7. Upload confirmation If the upload was successful it will say “ Claim Created” If the upload was unsuccessful the message will say “ Claim Not Created” and list where and what the error was in the file. If the file has more than one error, the errors are identified one upload at a time. Correct the error in the upload file and resubmit through the Paper icon on the Sponsor Summary, Claim/AFR tab Possible upload errors: Saved with wrong file type: Gives errors for every cell Terminator symbol missing from end of each record: Upload fails and page cannot be displayed Claim Month in the upload file does not match the one selected in CNPweb Sponsor Number (Agreement number) does not match Site numbers do not match with Cnpweb assigned site numbers. The upload icon will remain available for the month until a claim file is successfully submitted. Click “here” in the last line of text to return to the Sponsor Summary, Claim/AFR tab

8. Expanding Site List Return to Sponsor Summary, Claims/AFR tab Review Columns, left to right: Claim month, Revision, Status, Claim Amount, Action Note changes: “Add” and Paper icon are gone; replaced by “View”,” Edit”, “Delete”; and a File folder icon to left of claim month has been added. If the upload was successful and the site claims passed the business rule the Sponsor Claim status will be “Pending Submission”. In this situation, Edit the sponsor claim, review the Claim, check box 14 and Submit. Click on file folder to see site list.

9. Opening a Site Claim Three sites are listed. Two have errors and one is complete. The status “Complete” means the claim submitted for that site has met business rules. The errors on the other two sites must be corrected. Click on “Edit” for a site with errors to correct.

10. Correcting Site Claim CNPweb grays out all but the data entry approved on the Site Information sheet. Displayed errors indicate where the error is, the severity of the error (1 is prevents further action), and a description of the errors. On this claim the site was approved as a non-pricing, claiming free milk is not allowed. To correct the claim: If the site is nonpricing and the milk was served to children, add the free to the paid milks claimed. If the site is nonpricing and the milks were not served to children, enter a zero If the error is on the Site Information Sheet, correct the site information sheet. Correction made to the Site Information Sheet must be approved by a Child Nutrition Specialist at the state agency before it will effect the claim. Top part of claim is meal/milk count

Bottom part of claim is eligibility count When the error is corrected, click “Submit” Errors must be corrected at the site claim level.

11. Post Confirmation When the claim has passed all business rules the Post Confirmation page will say “Complete” Click the word “here” on the last line of text to return to the Claim tab listing on the Sponsor Summary page. From there next claim can be accessed by clicking on the “Edit” link for the site.

12. Going to next Site Claim If you have more than one site with errors, click “Edit” for the next site to correct errors. All sites listed must have a claim submitted with the status of “Complete” before the Sponsor claim can be finalized. If for some reason a site listed for the month does not have meal to claim you may do one of two things: Submit the claim with all white boxed blank or Go back to the Site Information Sheet on the Application tab. Edit the site by unchecking the claim month in question for each program and submitting. This change to the Site Information Sheet will need to be approved in CNPweb by a program specialist.

13. Edit Sponsor Claim Once claims for all sites listed month are submitted and have a status of “Complete”, click “Edit” for the Sponsor claim.

14. Sponsor Claim Once the site claims are entered, Sponsor claim is filled with consolidated numbers If the Special Milk Program is offered, the average cost of a half pint of milk is entered. This is the only number on the Sponsor claim that can be entered. In this case the Sponsor has a special Milk Program and CNPweb is expecting data in the Average Cost per Half Pint. Enter the data and scroll to the bottom of the page.

15. Review Sponsor Claim Ignore the Error. If you check box 14 before reviewing claim, the claim must have the Status “Paid” before any errors can be corrected. Click “Submit” to see reimbursement summary.. Review all number to ensure they are what you expect before checking box in item 14 and submit. If an error is found after checking item 14 and submitting, You will have to wait until the claim is paid to make the revision.

16. Reimbursement Summary The Sponsor Claim Summary reports the meal counts by category, the rate for each meal and category and the amount earned. At the bottom of the page is the total earned for the claim period. Click “here” in the last line of text on the page to return to the Sponsor Summary, Claim tab page.

17. Reviewed Claim Note Changes: the Claim amount and the Status “Pending Submission” have been added to the Sponsor line for the Claim Period. The Site claims still have edit and delete as choices, so site claims can be revised. When the claim data is correct, Click on “Edit” for the Sponsor Claim.

18.Submit Claim for Payment Scroll to the bottom of the Sponsor Claim, Click in Check box 14 and Click “Submit”

19. Claim Summary Approved The Claim Summary Page is returned with payment information and Status “Approved”

Click “here” in the last line of text on the page to return to the Sponsor Summary, Claim Tab.

20.Claim Approved for Payment Note: The only action choice is “View” and the Status is “Approved”

21. Payment Tab To display payment information, click on the payments tab. If there was more than one activity on for payment, a box with a plus sign will appear to the left of the Batch Number. Click on this icon to expand the list.

22. Payment Detail This payment had a December 2006 and July 2007 claim. The payment information is broken out into the amount earned for Lunch. Breakfast, Snack, Milk.

23. System Security CNPweb security is only as good as your vigilance in safeguarding Usernames and passwords. Think username and password = your signature. If a person not longer in your employment puts in a false claim because you did not notify us to inactivate the associated username and password. Your organization is the one that will take the heat for the false claim. CNPweb offer a way to monitor who has access to your organizations information. It is behind the user tab. If there is a user listed that no longer has responsibility for the Child Nutrition Program. Please submit a Terminate access form from the Offline forms on the Packet tab to your assigned Program Specialist?.