Part 2 Meal Counting and Claiming Provided by the LAUSD Food Services Division

Part 2 Meal Counting and Claiming Provided by the LAUSD Food Services Division

Pricing Collection Procedure Meal application required Meal benefit issuance documents maintained Medium of exchange at the POS Collect co-pay for breakfast and lunch:  reduced price eligible students  full price eligible/non-eligible students  Co-pay is not collected for Breakfast In the Classroom Provide non-reimbursable alternate meals to full price students who do not have money to purchase a lunch

Full Price Co-Payment Prices MealFull Price ElementaryMiddleHigh Breakfast$ 1.75$ 2.00$ 2.25 Lunch$ 2.25$ 2.50$ 2.75

Reduced Price Co-Payment Prices MealAll Grades Breakfast 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.

Meal Payment Systems Cash Pre-payments  On-site  Online – MyPaymentsPlus.com 6

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 eligibility Reduces application burden to once every 4 years Simplifies meal counting and claiming procedures Schools to receive meal reimbursements based on claiming percentages

Base Year Collection Procedure Meal Application required Meal benefit issuance documents maintained Medium of exchange at the POS All students eat at no charge

Provision 2 - Years 2+ NOTE: NO LAUSD SCHOOL will be using the Provision 2 plus collection procedure during the school year No meal application needs to be submitted All students eat at no charge Medium of exchanges at the POS

Non-Reimbursable Meals ALL SCHOOLS: Regardless of eligibility and claiming procedure, any student who refuses to take a complete reimbursable meal must be charged a la carte prices Record the items and money collected on the “Student A la Carte Sales and Inventory” form

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 meals FS Manager will invoice the school administrator with the total meals served for the day

CMS-FOH-POS Computer Failure In the event of a computer failure follow this process: 1.Submit a Peregrine Ticket if possible and inform AFSS 2.Use the most current MiSiS Meal Program Roster 3.Follow the “How To Account For Meals When POS Is Down”

How to account for meals when the POS is DOWN PRICING SCHOOL METHOD MiSiS Meal Program Roster must be available at the POS Cashier will find their name on the roster Check their eligibility Write the date and a “B” for breakfast or “L” for lunch next to the student’s name Collect copay for Full or Reduced price students Add up all Free, Reduced and Full pay students separately

How to account for meals when the POS is DOWN cont. Fill out the Missing Meal and Enrollment Counts Worksheet and to Accounting Tech II(ATII) per ESC Count all money collected and enter the total amount on the Bank Deposit tab, under Daily entry Add a comment in the Bank Deposit memo section explaining that the POS is down and that the deposit includes co-payments received for the day Note: Do Not Enter Meal Counts Into Daily Entry

Missing Meal and Enrollment Counts Worksheet Example Enrollment information. Breakfast information. Lunch information. Supper and Snack information.

Let’s Test Your Knowledge What form or system must be completed in order to account for meals when the POS is down for ? Click on the correct picture.

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Checklists School sites will use a checklist as a medium of exchange in some circumstances including, but not limited to: Grab n’ Go State pre-school Off-site meals Field trips Special education classrooms Snack roster

Example of Checklists NOTE: Meal codes cannot be not printed on the form when a non-food service employee is using the checklist at the point of service.

Checklist Requirements & Procedure Program 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 responsible The completed checklist will be returned to the cafeteria after the meal service The Food Service staff will record the meals in CMS NOTE: Meal codes cannot be printed on the form when a non- food service employee is using the checklist at the point of service.

Claiming Meals Using A Checklist Claim 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 computer Pricing and Provision 2- Base Year: Claim students meal under “Quantity Sale” by free, reduced and full price eligibility

Unacceptable Meal Counting Systems The following is a list of common errors in the meal counting process: Attendance Counts Tray or Entrée Counts Classroom Counts Counts taken anywhere other than the POS Prepaid meals counted on the day they are paid Second meals claimed for reimbursement Alternate meals Cash converted to meals

Test Your Knowledge What is an acceptable meal count system for reimbursable meals? Click on the correct answer below:

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Accountability School Food Authorities must have internal control policies and procedures to prevent over claiming: Attendance Factor Edit Check Site Monitoring

Attendance Factor Attendance factor accounts for the difference between enrollment and attendance for that school district based upon the information submitted in the previous year Determined by the State No less than once each school year 93.8% Schools exceeding the 93.8% ADA  Documentation required to increase the percentage

Edit Check Edit Check – accountability process developed to improve accuracy of reimbursement claims by the school district Required to repay any over-claim One reimbursement claim per eligible student for  Breakfast  Lunch

Required Site Monitoring's ProgramFrequency National School Lunch Program 1 on or before February 1 st Breakfast Program1 on or before February 1 st After School Snack2 times a year Child and Adult Care Food Program At Risk After School Program 3 times a year

Site Monitoring – Accuclaim/February Checklist Federal regulations require one on-site review by February 1 st of each year: Area Food Services Supervisors conduct the review The AFSS are given 45 calendar days from the review date to perform any corrective actions necessary Required to provide training for employees such as-  Annual Workshops  New Employee Training  ServSafe  Follow up trainings and monitoring’s as needed

References Standard Operating Procedures for:  CMS-POS Front of the House  State Pre-School September 2011 EEC Procedural Module August 2011 USDA Meal Counting and Claiming Manual April 1991 USDA Coordinated Review Effort Procedures Manual, Fiscal Year 2012 USDA Eligibility Manual for School Meals, Jan 2008 USDA Provision 2 Guidance, Summer 2002

Any Questions? Thank you