Review ExpectationsAugust 16, 2013Tennessee Department of Education

School Nutrition Program

2

What is specified in

Your

Contract?

3

Meal Counting

And

Claiming

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

8

Collection Procedures

Choices:

Computer System (POS)

Ticket

Roster

Combo

Six Required Elements for:

Eligibility Documentation

Collection Procedures

Point of Service Reports Claim for Reimbursement Internal Controls

Point of ServiceMeals…• 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

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 Validate Daily Totals Compare Totals to Claim Perform Attendance Adjusted Edit Checks Submit Claim for Reimbursement to State

Agency 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 Claim Review Process/Completion Edit Checks Follow-Up 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.

Edits

Internal Controls

• Accurate Meal Counts

• Identify and Evaluate Potential Problems

• Resolve and Document Reasons for Discrepancies.

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.

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 1st of each

year)

Percentage Adjusted

Internal Controls Edit Checks

INITIA

LS LUNCHES SERVED (COUNTS)BREAKFASTS SERVED

(COUNTS)

OF DATE ELIGIBLES STUDENTS STUDENTS

REVIEWER 2011 FREE

REDUCED PAID FREE

REDUCED PAID TOTAL ADULT FREE

REDUCED PAID TOTAL ADULT

YEP 3/1 303 111 472 299 105 235 639 50 101 27 32 160 2

YEP 3/2 308 111 470 295 108 224 627 48 121 30 25 176 3

YEP 3/3 311 117 470 300 111 215 626 40 126 32 37 195 5

YEP 3/4 320 120 470 302 115 218 635 51 128 34 39 201 2

YEP 3/5 318 124 468 298 103 250 651 42 125 35 42 202 3

TLS 1494 542 1142 3178 231 601 158 175 934 15

SIGNATURE OF PREPARER:

Rude wakening

School Total Membership

ADM ADA ADA/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)

HappyElem.

916 894 839 839894

94%

320 301 124 117 472 444

(D)/(C) = (E)

.938 = .94

94% This is the Attendance

Factor

(E)X(F) = (G)

.94 X 320 =

301Compare 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 =

117Compare 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=

444Compare 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 STUDENTS

REVIE

WER 2011 FREEREDUC

ED PAID FREEREDUC

ED PAID TOTAL ADULT FREEREDUC

ED PAID TOTAL ADULT

YEP 3/1 303 111 472 299 105 235 639 50 101 27 32 160 2

YEP 3/2 308 111 470 295 108 224 627 48 121 30 25 176 3

YEP 3/3 311 115 470 300 111 215 626 40 126 32 37 195 5

YEP 3/4 320 120 470 302 115 218 635 51 128 34 39 201 2

YEP 3/5 318 124 468 298 103 250 651 42 125 35 42 202 3

301 117 444

TLS 1494 542 1142 3178 231 601 158 175 934 15

SIGNATURE OF PREPARER:

Rude wakening

The yellow boxes are the comparison numbers – the attendance adjusted

numbers

Meal ComponentsOffer versus Serve

Dietary Specificationsand

Documentation

26

School Nutrition

Lunch Meal Pattern

27

Grades K-5 Grades 6-8 Grades 9-12

Meal PatternAmount of Fooda Per Week (Minimum Per

Day)Fruits (cups)b 2.5 (0.5) 2.5 (0.5) 5 (1)Vegetables (cups)b 3.75 (0.75) 3.75 (0.75) 5 (1) Dark greenc 0.5 0.5 0.5 Red/Orangec 0.75 0.75 1.25 Beans and peas (legumes)c 0.5 0.5 0.5

Starchyc 0.5 0.5 0.5 Otherc,d 0.5 0.5 0.75 Additional Veg to Reach Totale 1 1 1.5 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) 5 (1) 5 (1)

Other Specifications: Daily Amount Based on the Average for a 5-Day Week

Min-max calories (kcal)h 550-650 600-700 750-850

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 PatternFor 2013-2014 (only)

Food Components Grade K-5 Grade 6-8 Grade 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 2013-2014-All whole grain beginning SY2014-2015

7 – 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 AlternatesNone required by may substitute 1 oz. equivalent of meat/ma for 1 oz. equivalent grain after minimum daily grain is metAlternately, m/ma may be offered as an extra food and not credit toward any component.

Other Requirements

Minimum-Maximum CaloriesWeekly Average

350 - 500 400 - 550 450 - 600

School Nutrition 29

Review ExpectationsAugust 16, 2013Tennessee Department of Education

School Nutrition Program