Review Expectations August 16, 2013 Tennessee Department of EducationTennessee Department of Education School Nutrition ProgramSchool Nutrition Program

What is specified in Your Contract? 2

Meal Counting And Claiming 3

Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

Eligibility Documentation  Applications  Direct Certification  Migrant, Homeless, and Runaways  Head Start Rosters/RCCI Rosters  Foster (maybe, maybe not)  Up-to-date Benefit Issuance Document (aka Roster)

Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

Collection Procedures

Choices:  Computer System (POS)  Ticket  Roster  Combo 8

Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

Point of Service Meals… Must meet Meal Pattern Are Served to Eligible Students Are COUNTED DAILY upon RECEIPT of the ENTIRE Reimbursable Meal NOTE: One reimbursable meal per child AND Second meals are counted NOTE: One reimbursable meal per child AND Second meals are counted as ala carte…

Meal Counting System -- Acceptable or Not?  Attendance Counts – using the number of students in attendance and using that number as the meal counts.  Tray or Entrée Counts - counting the number of trays/entrees used during the meal service.  Classroom Counts – counting the number of students in the class who INTEND to eat a meal.  Cash Converted to Meals – using cash totals divided by a meal price to determine meal count.  Meals Delivered Off-Site – using the number of meals ORDERED and sent off-site/alternate location as meal count.

Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

Reports  Number of Reimbursable Meals  Lowest Source  Other Computer Reports

Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

Claim for Reimbursement Review Documentation Review Documentation Validate Daily Totals Validate Daily Totals Compare Totals to Claim Compare Totals to Claim Perform Attendance Adjusted Edit Checks Perform Attendance Adjusted Edit Checks Submit Claim for Reimbursement to State Agency Submit Claim for Reimbursement to State Agency Maintain Documentation Maintain Documentation

Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

Internal Controls The sample Internal Monitoring form addresses the five areas required by Federal Regulations: On Site Review On Site Review Claim Review Process/Completion Claim Review Process/Completion Edit Checks Edit Checks Follow-Up Follow-Up Recordkeeping Recordkeeping

Internal Controls A system of comparisons and calculations for individual schools and LEAs/SFAs to identify potential problems in the Meal Counting System and to facilitate report accuracy. A system of comparisons and calculations for individual schools and LEAs/SFAs to identify potential problems in the Meal Counting System and to facilitate report accuracy. Edits

Internal Controls Accurate Meal Counts Accurate Meal Counts Identify and Evaluate Potential Problems Identify and Evaluate Potential Problems Resolve and Document Reasons for Discrepancies. Resolve and Document Reasons for Discrepancies.

Internal Controls Internal Controls Edit Checks 1. Performed daily at the school level (eligible compared to actual meals claimed-MANAGEMENT TOOL). 2. Performed monthly at the central office before submitting the claim for reimbursement. ** ** Use an attendance adjusted eligible. ** Use an attendance adjusted eligible.

STEP ONE: DEVELOP ATTENDANCE FACTOR Internal Controls Edit Checks

Attendance Factor:  Local Attendance Factor (ADA/ADM)  Annual Factor (from October – September)  National Average Daily Attendance Factor (93.8%) (Usually issued around August 1 st of each year) Percentage Adjusted Internal Controls Internal Controls Edit Checks

INITIA LS LUNCHES SERVED (COUNTS) BREAKFASTS SERVED (COUNTS) OF DATEELIGIBLES STUDENTS REVIEW ER 2011 FREE REDUC ED PAIDFREE REDUC EDPAIDTOTAL ADULT FREE REDUC EDPAIDTOTALADULT YEP 3/ YEP 3/ YEP 3/ YEP 3/ YEP 3/ TLS SIGNATURE OF PREPARER: Rude wakening

SchoolTotal Memb ership ADMADAADA/ ADM (%) Highest Free Eligible Adjusted Eligible Free Highest Reduce d Eligible Adjusted Eligible Reduced Highest Paid Eligible Adjusted Eligible Paid (A)(B)(C)(D)(E)(F)(G)(H)(I)(J)(K) Happy Elem % (D)/(C) = (E).938 =.94 94% This is the Attendance Factor (E)X(F) = (G).94 X 320 = 301 Compare this number w/ the ACTUAL FREE counts for EACH day during the Claim Month. Document reasons for any days that actual counts claimed exceed adjusted eligible (301). (E)X(H) = (I).94 X 124 = 117 Compare this number w/ the ACTUAL REDUCED counts for EACH day during the Claim Month. Document reasons for any days that actual counts claimed exceed adjusted eligible (117). (E)X(J) = (K).94 X 472= 444 Compare this number w/ the ACTUAL PAID counts for EACH day during the Claim Month. Document reasons for any days that actual counts claimed exceed adjusted eligible (444).

INITIA LS LUNCHES SERVED (COUNTS) BREAKFASTS SERVED (COUNTS) OF DATE ELIGIBLES STUDENTS REVIE WER 2011 FREE REDUC ED PAIDFREE REDUC EDPAIDTOTAL ADULT FREE REDUC EDPAIDTOTALADULT YEP 3/ YEP 3/ YEP 3/ YEP 3/ YEP 3/ TLS SIGNATURE OF PREPARER: Rude wakening The yellow boxes are the comparison numbers – the attendance adjusted numbers

Meal Components Offer versus Serve Dietary Specifications and Documentation 26

Lunch Meal Pattern 27 Grades K-5Grades 6-8Grades 9-12 Meal PatternAmount of Food a Per Week (Minimum Per Day) Fruits (cups) b 2.5 (0.5) 5 (1) Vegetables (cups) b 3.75 (0.75) 5 (1) Dark green c 0.5 Red/Orange c Beans and peas (legumes) c 0.5 Starchy c 0.5 Other c,d Additional Veg to Reach Total e Grains (oz eq) f 8-9 (1)8-10 (1)10-12 (2) Meats/Meat Alternates (oz eq) 8-10 (1)9-10 (1)10-12 (2) Fluid milk (cups) g 5 (1) Other Specifications: Daily Amount Based on the Average for a 5-Day Week Min-max calories (kcal) h School Nutrition

Offer Versus Serve for National School Lunch  Students may decline 2 of the 5 required food components.  Students must select at least ½ cup of fruit and/or vegetable.  Students must select the other food components in the quantities planned.  The ½ cup fruit and/or vegetable counts as a full component regardless of age group.  In other words – All students K - 12 must select ½ cup plus two other full components. School Nutrition 28

School Breakfast Meal Pattern For (only) Food ComponentsGrade K-5Grade 6-8Grade 9-12 Milk 5 cups/week (1 cup daily) 5 cups/week (1 cup daily) 5 cups/week (1 cup daily) Fruit/Vegetable* 2 1/2 cups/weekly (1/2 cup daily) 2 1/2 cups/weekly (1/2 cup daily) 2 1/2 cups/weekly (1/2 cup daily) Grains/Breads -Minimums -At least half whole grain for All whole grain beginning SY – 10 oz. equivalent/week (1 oz. daily minimum) 8 – 10 oz. equivalent/week (1 oz. daily minimum) 9 – 10 oz. equivalent/week (1 oz. daily minimum) Meat or Meat Alternates None required by may substitute 1 oz. equivalent of meat/ma for 1 oz. equivalent grain after minimum daily grain is met Alternately, m/ma may be offered as an extra food and not credit toward any component. Other Requirements Minimum-Maximum Calories Weekly Average School Nutrition 29

Review Expectations August 16, 2013 Tennessee Department of EducationTennessee Department of Education School Nutrition ProgramSchool Nutrition Program