CACFP REIMBURSEMENT CLAIM FY 2014 Annual Training
DISCUSSION Common Claim Issues Forms Resolutions Tools – –Meal Count Summary –Estimate Monthly Reimbursement Calculator Reminders (Consequences and Pluses)
MOST POPULAR Missing operating days No contact name or number Missing number of participants in each Eligibility Category (Free, Reduced and Paid) Average Daily Attendance (ADA) (Attendance divided by the number of operating days) Meal count is more than the attendance “Daily Meal Count” and “Summary Meal Count” forms that have addition errors Hand-written numbers that are not legible Claim not signed Claim submitted 60 days past due Wrong claim form for program meals served
Most Popular Missing operating days No contact name or number Average Daily Attendance (ADA) not calculated Missing total participants in each Eligibility Category (Free, Reduced and Paid) Meal count is more than the attendance Daily meal counts do not add-up on the “Summary Meal Count Form” Hand-written numbers are not legible Claim not signed Claim 60 days past due Adjusted claims – May be adjusted within the 60 days Wrong claim form for program meals served
Resolutions to Problems Claim Specialist will give the Sponsor a courtesy call to notify them that an error has occurred or discovered. If the error or missing information can be corrected by phone, e.g. by just filling in the empty cells, the Specialist will gladly correct the error and ask you to correct your copy. If a claim has both Operating days and ADA missing this will require a call. If one or the other is present then the Specialist will just compute it and put it on the claim without calling. If the errors require too much crossing-out on the claim then the Specialist will ask for a new claim. Claims that are 60 days past due are usually not realized until the Specialist does the 30- and 90- day USDA report, since you have up to 60 days to file a reimbursement claim. The Specialist will notify the Sponsor’s Program Specialist of the Sponsor’s intent to file a claim and you will then be reminded of the one-time exemption.
State Offer One-time exemptions– Are offered when a Sponsor has failed to submit a claim within the 60-day time period. If you decide to accept this offer, which is offered once in three years, you will not be able to file a late claim for another three years. One-time exemption Contract
Resolution, cont’d - Options Please note it is not the responsibility of the State Agency to notify you that you did not file a claim, for the month. When a claim is submitted on the 61 st day, I will notify you by email of your late submission. My notification will inform you that the State Agency has received a claim past the deadline, with the date of receipt and inform you of your options. Your options are to forgo the claiming month or take the offer of a “one-time exemption” One-time exemptions– Are offered when a Sponsor has failed to submit a claim within the 60-day time period. If you decide to accept this offer, which is once in three years, you will not be able to be late for another three years as well.
Estimate your Monthly Reimbursement An Excel Form ( Fill in the yellow cells, save it with the claiming month’s name and file it with your monthly records) Benefits: Verify the estimated monthly reimbursement checks, within a pennies & for tax purposes
Friendly Reminders Don’t forget to submit you claims timely (you have 60 days to make a mistake and correct it) Also have 60 days to amend a claim Don’t forget to include a contact name and number Don’t forget to double check your meal count numbers (Remember meals must not be more than your attendance) Block Claiming will not be penalized but make sure records reflect when it occurred. Don’t forget to use your claim calculator (So you may keep a record of your monthly reimbursement amount) Don’t forget to sign the claim