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1:00 – 2:00 (call in 12:45) Please MUTE your microphones! We will not be taking roll call, so please a list of VTC attendees at your site to:

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Presentation on theme: "1:00 – 2:00 (call in 12:45) Please MUTE your microphones! We will not be taking roll call, so please a list of VTC attendees at your site to:"— Presentation transcript:

1 1:00 – 2:00 (call in 12:45) Please MUTE your microphones! We will not be taking roll call, so please a list of VTC attendees at your site to:

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3 30 Day Application Expiration The complete set of process sheets can be found on the North East Washington ESD101 Web Site Go to Choose Student Records Resources Choose Training Material Libraries Choose Food Service Choose 30 Day Application Expiration This process consists of 4 steps 1.Prior Year Application Report 2.Letters to Families 3.Expire Applications 4.Inform Families of Status Change

4 Prior Year Payor Applications This report can be used to determine which Payors returned an application last year, but have not yet returned one this year. All processes should be run from entity 000. At the beginning of each school year, families must re-apply for free and reduced meals. They have 30 serving days to make this application. During the 30- day window, the prior year’s lunch code will be in effect. After 30 serving days, any student who does not have a new application entered into the system must be changed back to paid status. A district may choose to send letters home to those families who qualified for free or reduced priced meals in the prior year, but have not turned in a new application for the current school year. This program looks at the Payor Status to determine whether to select a record. Consequently, if a customer is inactive (student has been withdrawn), but the payor status is still active, they will be printed on the report.

5 Prior Year Payor Applications Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Prior Year Applications Sample Letter

6 Reminder Letters to Families Run letters for those who have not returned an Application For Free and Reduced Price Meals, for the current school Year. Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Prior Year Application Letters by: Guardian

7 Reminder Letters to Families Sample Letter

8 Reminder Letters to Families

9 Expire 2010 Applications This process should not be run, until on or after the specified expiration date. Student Mngmnt/Food Service/Utilities/Mass Changes/Change Customers’ Lunch Code Using Payer Application Date

10 Expire 2010 Applications Calendar Selections

11 Expire 2010 Applications The process will place the words ‘MASS CREATED ’ in the TANF\Food Stamp Nbr: Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer

12 Create Letters (Predefined Version) Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Payor Application Letters by: Guardian

13 Create Letters (Predefined Version)

14 Letters to Families Predefined Version

15 Create Letters (Mail Merge) Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Payor Application Letters by: Guardian

16 Create Letters (Mail Merge) Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Payor Application Letters by: Guardian

17 Letters to Families

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19 Verification of Income Eligibility The purpose of this presentation is to demonstrate how to use Skyward to create the Verification Sampling and the Verification Summary Report. This demonstration is not intended to provide you with the OSPI’s specific requirements and process instructions. Detailed information was provided at the Child Nutrition Summer Workshop. OSPI did not put out a bulletin this year. Instead information was sent via on 9/21/2010. OSPI Bulletin – November 2, 2009 for the school year is still accurate for this year’s verification process. Reminder: If you use Skyward and are choosing not to do the confirmation review, your must request approval from OSPI/Child Nutrition before going through the verification process.

20 Verification of Income Eligibility Verification Timeline: October 1 st: Count applications Early October: Select Sample Do Confirmation review Send 1 st notices Later October: Second 2 nd notices for those who have not responded Until November 15 th : Determine Eligibility Document Results Send adverse action letters Change benefits as needed March 1 st: On-line Summary must be completed prior to this date

21 Verification of Income Eligibility Make sure all categorically eligible student applications say ‘Yes’ in the Exclude from Random Option. Categorically eligible students are: 1.Those found on the Direct Cert. list 2.Siblings qualified by “household membership” to students found on the Direct Cert. list 3.Homeless students 4.Migrant students 5.Head Start or ECEAP students. Foster children are not considered categorically eligible. They are a household size of 1. The student’s personal income must be provided to determine meal code eligibility. Make sure all hand entered direct certification applications say ‘Yes’ in the Exclude from Random Option All direct certification applications imported from DSHS will automatically be excluded

22 Verification of Income Eligibility The complete set of process sheets can be found on the Northeast Washington ESD101 Web Site Go to Choose Student Records Resources Choose Training Material Libraries Choose Food Service Choose Verification of Income Eligibility

23 Verification of Income Eligibility The Skyward Verification of Income Eligibility Process meets the reporting requirements for the School Food Authority Verification Summary Report. Run this process from Entity 000. There are 4 separate options under Verification of Income Eligibility: 1. Create Verification Sampling 2. Verification Sampling Responses 3. View/Edit Verification Sampling 4. Verification Summary Report

24 Verification of Income Eligibility Create Verification Sampling This option is used to select the applications and create the Initial Verification letter(s) to send to Payors. Only approved applications with an effective date less than or equal to the date entered in the ‘Count Date’ and greater than or equal to the current Food Service Start Date (typically August 1st) will be selected for verification. Note: If the district has been modifying lunch codes by editing the Customer record and not adding a new application, this will affect the Verification process as selections are made based on Payor applications. It’s recommended that the district run the Payor/Customer Lunch Codes Report (found in the Food Service Reporting menu) with the option ‘Print differences in lunch code only’ selected. Any differences between Payor/Customer lunch codes should be reviewed and corrected.

25 Verification of Income Eligibility Create Verification Sampling Error Prone Sampling logic: For those applications that have a monthly income of within $ of the upper limits for free or reduced eligibility: From the error prone applications, the software will select the smaller of 3% or 3000 of all approved applications. If the number of error prone is less than 3% or 3000 of all applications, the remaining applications will be selected randomly from the other applications (non-error prone).

26 Verification of Income Eligibility Create Verification Sampling Student Mngmnt/Food Service/Payor Customer Maint/Maintain Payor Cust/Report/ Verification of Income Eligibility/Create Verification Sampling

27 Verification of Income Eligibility

28 Verification of Income Verification Letter Sample Report

29 Verification of Income Eligibility View/Edit Verification Sampling This option is used to record the Customer/Payor responses to the verification letters. When this option is selected, a screen is displayed listing the payors who were sent verification letters from the Create Verification Sampling process. To reprint the verification letter for a payor, highlight the payor’s name and click Letter. This will display the same letter setup options that were setup in the Create Verification Sampling process and will allow the user to re-generate a single letter by payor. To record a response, highlight the appropriate payor and select Edit. The Edit Verification Record screen is displayed and the user can enter the Response Date and assign a Response Action Code. The codes that are available are: (see next slide)

30 Verification of Income Eligibility

31 Verification Sampling Responses This option generates a report of Payors who received letters and their responses to the letters. The user has the option to include all response types or only specified types.

32 Verification of Income Eligibility Verification Summary Report This option generates a summary report of the verification responses. For the Count Date, enter the date used when creating the verification letters (October 1, 2010). If the same date isn’t used, you may see conflicting information. Check the box to print student detail.

33 Verification of Income Eligibility

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36 New Food Service Monthly State Claim Report Click on the PURPLE LINE under the Reporting button to get to the State Claim Report. The National School Lunch and Breakfast Programs – State Claim is now available in Skyward Web Access. This report can be used to complete the School Lunch, Breakfast and Special Milk Program Claim for Reimbursement Form provided by OSPI.

37 New Food Service Monthly State Claim Report Scroll down to find the National School Lunch and Breakfast Programs – State Claim Click on this Report. NOTE: If you do not have this option, contact your District Security Administrator for Skyward.

38 New Food Service Monthly State Claim Report On the Templates Screen Select Add. Enter a Template Description, be sure the Month and Year are correct and select SAVE. NOTE: If you are a Severe Need School, click the Severe Need Schools Button, check the applicable Schools and Save before printing.

39 New Food Service Monthly State Claim Report With your report highlighted, select PRINT. Each month, you will have to Edit the Report template and change the Month and Year, then save again.

40 New Food Service Monthly Claim Report The report is two pages.  Page one is a summary by entity  Page two is the numbers that you will use for the claim. You will still have to verify the totals using the Monthly AccuClaim Report and the Monthly Participation Data Report. Please continue to keep the reports you currently are keeping for auditing purposes.

41 New Food Service Monthly State Claim Report Security Needed for State Claim Report: System: Web Student Management

42 Feedback Questions, Comments, Suggestions to:

43 Thank You! Please a list of VTC attendees at your site to:


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