2015 2016 Part 1 Meal Counting and Claiming

2015 -2016 Part 1 Meal Counting and Claiming Provided by the LAUSD Food Services Division 7. 30. 2015

2015 -2016 Part 1 Meal Counting and Claiming Provided by the LAUSD Food Services Division

Goal The goal of the Food Services Division is to provide employees with the knowledge to: • Understand the counting and claiming system requirements.

Objectives Develop an understanding of the counting and claiming process and the following areas: • • Different mediums of exchange What is overt identification What are the benefit issuance records Record maintenance requirements The different collection procedures Accountability process Site monitoring

Terms and Definitions Alternate Meal – is a non-reimbursable meal provided to full-priced or non-eligible students who do not have money to purchase a lunch meal Checklist – is a roster utilized at the point of service to account for meals served Meal Eligibility – is the eligibility status (free, reduced price or full price/non-eligible) of a student

Terms and Definitions cont. Medium of Exchange (MOE) – is a cash co-pay collected, PIN or name of student exchanged to obtain a meal No Charge – students regardless of their eligibility eat without paying a co-pay Overt Identification – when students receiving free or reduced-price benefits are openly or physically identified Roster – is a list of students that may be manually prepared, computer generated, coded or un-coded with their eligibilities

Acronyms CMS – Cafeteria Management System FSM – Food Service Manager Mi. S – My Integrated Student Information System PIN – Personal Identification Number POS – Point of Service

Collection Procedure and Mediums of Exchange Pricing School Provision 2 Base Year School Provision 2 Years (2, 3, 4) Cash or Name or PIN or Cash (a la carte/ non–reimbursable meal)

Test Your Knowledge What is an acceptable Medium Of Exchange for a reimbursable meal at a base year school? Click on the item below

Correct! Click here to continue

Incorrect! Try again

Incorrect! Try again

Meal Benefit Issuance Record To verify the current meal eligibility of students the following documents must be acquired and maintained: • Mi. S Meal Program Roster • CMS Customer Roster Report • Mi. S Update Activity Report/UAR • CMS/Mi. S Missing Students Log

Mi. S Meal Program Roster Maintenance Rosters must be updated and maintained on a regular basis to ensure accurate student meal eligibilities are available. • Alpha order • Print weekly July through October • November through June, two roster will be obtained ØPrint on the 15 th and the last operating day of the month • Manually indicate the date range on the roster • File with most current date in front

Mi. S Meal Program Roster The Mi. S Meal Program Roster contains: • Total School Meal Code Summary • Prior Meal Code Information Versus Current Meal Code Information • Grade • Student Name • Room Number • Current Meal Code • Effective Date • Prior Meal Code Aug. 1821, 2015 Note: Indicate the date range in the upper right-hand corner

CMS Customer Roster Report The report contains: • Student Name • Grade • Eligibility

CMS Customer Roster Report Maintenance • Alpha order • Print weekly from July – October • November through June, two roster will be obtained ØPrint on the 15 th and the last operating day of the month • Compare with the Mi. S Meal Program Roster

Roster Comparison Compare the two rosters to identify any discrepancies: • Missing students • Meal eligibilities Manually update the CMS Customer Roster Report Submit a peregrine ticket to notify CMS

Mi. S Update Activity Report (UAR) The UAR provides an updated report of meal eligibilities. To ensure accurate student meal eligibilities are applied to claiming meals: • Print daily • Update the Mi. S Meal Program Roster with the new or changed meal eligibilities • Effective Date • File with current date in front

Instructions to Access the UAR Log-In to Mi. S Click on “Reports” Local District: C, E, N, NE, NW, S, W, XP, XR, XS, XY, XZ, or ZA School: Select the appropriate school Update Activity: Select the number of days for the report to show Period(s): Select “Not Applicable” Course (s): Select “Not Applicable” Teacher: Select “Not Applicable”

Instructions to Access the UAR cont. Grade Level: Select “All” Current Meal Code: Select “All” Previous Meal Code: Select “No” Sort By: Select “By Student Name” Display Prior Meal Code: Select “No” Enrollment As of Date: Use current date Click “View Report”

UAR Example Below is an example of report run on July 30, 2015 Effective date 7/27/15 8 students Effective date 7/28/15 5 students

Test Your Knowledge What process must be followed for the 13 students whose meal codes have been update on the UAR? Click on the correct answer: 1 Wait for the names to appear automatically in CMS. 2 Update the Mi. S Meal Program Roster with the students name, meal eligibility & effective date. 3 Print the report only and file with the most current date in front.

Correct! Update the Mi. S Meal Program Roster with the students name, meal eligibility & effective date. Click here to continue

Incorrect! Wait for the names to appear automatically in CMS. Try Again

Incorrect! Print the report only and file with the most current date in front. Try Again

CMS/Mi. S Missing Students Log The CMS/Mi. S Missing Students Log is utilized to expedite the line and at the same time conduct an accurate point of service. During meal service: • Record the student name and birthdate • Provide a reimbursable meal • Indicate the type of meal

After Meal Service CMS/Mi. S Missing Students Log Instructions After meal service: • Verify eligibility on the Mi. S Meal Program Roster • Write in the meal code next to the student’s name • Claim meal as a quantity sale based on eligibility • Attach the list of student’s name and/or eligibility through a Peregrine Ticket Process

Completed CMS/Mi. S Missing Students Log Example Based on this example a manager or designee will claim lunch meals under quantity sale: • One quantity sale for free • One quantity sale for reduced • One quantity sale for full-priced eligibility

Test Your Knowledge Choose the two rosters you need to print weekly from July through October? Click here when the two correct selections have been made. Correct!

Correct! Click here to continue

Incorrect! Try again

How to Apply Meals for Students Not Listed in CMS If a student is not in CMS and is listed on the Meal Program Roster: • Collect completed “CMS/Mi. S Missing Students Logs” from all POS • Record the date and meal served next to the student name on the roster • Enter meals served per eligibility as a “Quantity Sale” in CMS NOTE: Pricing sites will show a shortage on cash received

Completed Example Applying Meals for Students 8/20 B L

How to Apply Meals for Students Not Listed in CMS and Mi. S Student’s not listed on both CMS and Mi. S • Collect completed “CMS/Mi. S Missing Students Logs” from all POS • Verify the enrollment with the school administration • Record student’s name and meal served manually on the Mi. S Meal Program Roster • Verify eligibility with meal compliance at 213 -241 -3185 • Write in the meal code next to the student’s name

How to Apply Meals for Students Not Listed in CMS and Mi. S cont. Student’s not listed on both CMS and Mi. S • Enter meals Ø If eligibility is obtained enter meals as “Quantity Sale” by eligibility Ø If eligibility is not obtained, claim as full price • Attach the list of missing student’s name through a Peregrine Ticket Process

References • Standard Operating Procedures for: Ø CMS-POS Front of the House Ø 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