1. self-paced eLearning series
Reports
that
Support Claiming

2. Reports that Support Claiming
During this lesson you will be asked to follow along in your Solana environment and complete a series of exercises.
Please allow approximately 15 minutes to complete the course.
This is the 1st lesson in the Claiming and Accounting Series.

3. In This lesson you will learn
Settings that Affect Claims Reporting
Which reports support your Claims process
The makeup of those reports

4. Setting that Affect Claims Reporting
School Details Settings
Browse to >Admin >Schools, select the school, then the School Details tab.
Be sure to save your changes.
Update Site Attendance Factor as needed. If selected as an option for the Edit Check Report, each site’s Attendance Factor will be used to report Eligible counts.
Check CEP if your site has qualified.
There is a separate Edit Check Report available for CEP sites.

5. Setting that Affect Claims Reporting
If you have marked a school as CEP, browse to Admin>Community>Definitions/Setup> CEP percentages
and input the Free and Reduced percentages.
Wrap up the topic
*User Groups have identical rights that are all ON by default
*Rights can be edited for each User Group
*New User Groups can be created as needed

6. Setting that Affect Claims Reporting Be sure to save your changes.
Reimbursement Rates
Browse to Admin>Definitions/Setup/
Community/Reimbursement Rates.
Reimbursement Rates are used on the Basic Claims report.
Federal Reimbursement rates do not need to be entered.  They are usually updated days after the USDA releases the new rates.
Use the dropdown arrow to update Federal Reimbursement Rates if needed.
State rates will have to be updated manually as you receive them from the state.
Overflow>Update Rates Select rate

7. Setting that Affect Claims Reporting
The Income Eligibility Guidelines dictate eligibility assignments based on household income
provided on Free and Reduced applications and are automatically updated in Solana on July 1.
Browse to >Admin >Definitions/Setup >Community >Income Eligibility Guidelines to review.

8. Setting that Affect Claims Reporting
Time to exercise!
Log into Solana, take a self-guided tour and log out again. Repeat 3 times!
Review and update your reimbursement, attendance factor and CEP rates as needed.
Helpful Hints!
If you use Site-based attendance factors for reporting, update for each site.

9. Setting that Affect Claims Reporting
Key Takeaways
* Each year, prior to school start-up, update settings that effect reporting.
* Attendance Factor, for reporting, can be either Universal or Per Site.
* For new CEP schools, check the CEP flag and update the CEP Percentages table.
Wrap up the topic
*User Groups have identical rights that are all ON by default
*Rights can be edited for each User Group
*New User Groups can be created as needed
Next up, Claims-related Reports

10. Reports that support your monthly Claim include the: Edit Check
Claims-related Reports
Reports that support your monthly Claim include the:
Edit Check
Meal Counts
Basic Claim
Wrap up the topic
*User Groups have identical rights that are all ON by default
*Rights can be edited for each User Group
*New User Groups can be created as needed
A daily review of the Edit Check and/or Meal Count reports,
and correcting any errors immediately,
will assure the Basic Claim is accurate at the end of the month.

11. Claims-related Reports Edit Check Report
The Edit Check report let’s you know if your Meal Counts are within the range of your Enrollment or Attendance Factors.
Browse to Reports>Standard>POS>Edit Check and choose from the following Criteria:
Then, run the report.
Rounding Type lets you select Standard (rounding to the nearest integer) or always rounding up or down.
School, All or individual sites
Options for the Edit Check include
Date Range
School, All or individual sites
Compliance, either Count or Attendance Factor. If Count is chosen Participation Percentages are by Total Enrollment. If by attendance Factor, Participation is calculated by Total Enrollment * Attendance Factor.
Rounding Type lets you select Standard (rounding to the nearest integer or always rounding up or down.
Select the appropriate Serving Period here. .
Compliance, either Count or Attendance Factor. If Count is chosen Participation Percentages are by Total Enrollment. If by Attendance Factor, Participation is calculated by Total Enrollment * Attendance Factor.
Select the appropriate
Serving Period here.
Date Range

12. Claims-related Reports
The criteria you selected are shown on the top of the report.
The Edit Check report let’s you know if you Meal Counts are within the range of your Attendance Factors.
We’ll review the Reporting options next but first we’ll review this sample report.
You’ll select a Date Range
Serving Period
Compliance factor (Count or Attendance)
And Attendance Factor, Universal or Site
The report, based on the date range and other criteria selected, returns
Average Daily Attendance and Total Meal Counts
Participation Percentage
And, per date, the # of Eligible Applications by Eligibility , based on Attendance Factor,
Actual Meal Counts by Eligibility
And Participation percentage
Ideally, you’re Managers will review this report daily, to provide early warning if counts exceed attendance or other anomalies crop up.
As a Best Practice, we recommend that this report be reviewed by Central Office for all sites on at least a weekly basis.
Next, let’s take a look at the Edit Check Report options.

13. Claims-related Reports
The body of the Edit Check Report contains the following:
Avg Participation Percentage
For the date range.
Average Daily Attendance and Total Meal Counts
The Edit Check report let’s you know if you Meal Counts are within the range of your Attendance Factors.
We’ll review the Reporting options next but first we’ll review this sample report.
You’ll select a Date Range
Serving Period
Compliance factor (Count or Attendance)
And Attendance Factor, Universal or Site
The report, based on the date range and other criteria selected, returns
Average Daily Attendance and Total Meal Counts
Participation Percentage
And, per date, the # of Eligible Applications by Eligibility , based on Attendance Factor,
Actual Meal Counts by Eligibility
And Participation percentage
Ideally, you’re Managers will review this report daily, to provide early warning if counts exceed attendance or other anomalies crop up.
As a Best Practice, we recommend that this report be reviewed by Central Office for all sites on at least a weekly basis.
Next, let’s take a look at the Edit Check Report options.
Actual Meal Counts by Eligibility
And daily Participation percentage
By day, the # of Eligible Applications by Eligibility, based on Enrollment or Attendance Factor.

14. Claims-related Reports
Have your Managers review the Edit Check daily and immediately report any inaccuracies.
Central Office staff should review the Edit Check weekly at a minimum.
The Edit Check report let’s you know if you Meal Counts are within the range of your Attendance Factors.
We’ll review the Reporting options next but first we’ll review this sample report.
You’ll select a Date Range
Serving Period
Compliance factor (Count or Attendance)
And Attendance Factor, Universal or Site
The report, based on the date range and other criteria selected, returns
Average Daily Attendance and Total Meal Counts
Participation Percentage
And, per date, the # of Eligible Applications by Eligibility , based on Attendance Factor,
Actual Meal Counts by Eligibility
And Participation percentage
Ideally, you’re Managers will review this report daily, to provide early warning if counts exceed attendance or other anomalies crop up.
As a Best Practice, we recommend that this report be reviewed by Central Office for all sites on at least a weekly basis.
Next, let’s take a look at the Edit Check Report options.
Catching and correcting mistakes when they happen will make your Claims process much easier.

15. Solana offers a separate Edit Check Report for CEP sites.
Claims-related Reports
Solana offers a separate Edit Check Report for CEP sites.
Be sure any CEP site is marked in
>Admin>School Details, on the CEP School checkbox,
and the CEP percentages are entered in
>Admin>Definitions/Setup/CEP Percentages.
Solana offers a separate Edit Check Report for CEP sites.
Be sure any CEP site is so indicated in >Admin>School Details, on the CEP School checkbox.

16. Claims-related Reports
Meal Counts Report
The Meal Counts report provides another view of accumulated Meal Count data.
Then, run the report.
The criteria you select is straightforward.
The criteria for the Meal Counts Report is straightforward
Including All or Individual School, Serving Period, Grade and Terminal
And Date Range.
Choose All or Individual School, Serving Period, Grade and Terminal and Date Range.

17. Claims-related Reports
Meal Counts Report
The top provides a recap of the chosen options.
Totals are included for the selected date range.
The Meal Counts report provides another view of accumulated Meal Count data.
The top provides a recap of the chosen options.
Including totals for the selected date range.
Data is displayed for each serving day
And for each serving period
And is broken down by eligibility
for each serving period,
And, is broken down by eligibility.
Data is displayed for each serving day,

18. Claims-related Reports
Basic Claims Report
Browse to Reports>Standard>POS>Basic Claims.
Select from the following criteria:
Then, run the report.
Choose summary for all sites combined, summary by school or detailed by school.
Choose whether your selecting All, individual sites or by School Group.
Wrap up the topic
*User Groups have identical rights that are all ON by default
*Rights can be edited for each User Group
*New User Groups can be created as needed

19. Next, we’ll look at the Basic Claims Report and it’s parts.
Claims-related Reports
The top displays the options you’ve selected.
This section shows the Meal type followed by
the # of sites served and serving days (operational days on the calendar with tills opened).
Average Daily Attendance (ADA) and Average Daily Participation (ADP) are also calculated for the date range.
Next, we’ll look at the Basic Claims Report and it’s parts.
The Header displays the options you’ve selected
This section shows the Meal type followed by
The # of sites served and how many serving days are within the date range you’ve chosen.
Average Daily Attendance (ADA) and Average Daily Participation (ADP) are also calculated for the date range.
Area Eligible counts are provided as applicable.
Next is the Approved Applications data, showing current Free, Reduced and Enrollment as well as the Highest Free, Reduced and Enrollment for you’re selected date range.
The Total Count of all meals is given next, as well as the Federal and State reimbursement totals.
This section provides a breakout of Meals Counts and Reimbursements per meal period.
Next we’ll take a look at the Edit Check and Meal Counts reports.
As a Best Practice, you should frequently review your Edit Check and/or Meal Counts reports to make sure they’re in line with expectations. If you do, at the end of the month you’ll be confident that the Basic Claim data is accurate.
Area Eligible counts are provided as applicable.

20. Next, we’ll look at the Basic Claims Report and it’s parts.
Claims-related Reports
The Total Count of all meals for the date range is shown, as well as the Federal and State reimbursement totals.
Next is the Approved Applications data, showing Free, Reduced and Enrollment counts for the last day of the report as well as the Highest Free, Reduced and Enrollment for you’re selected date range.
Next, we’ll look at the Basic Claims Report and it’s parts.
The Header displays the options you’ve selected
This section shows the Meal type followed by
The # of sites served and how many serving days are within the date range you’ve chosen.
Average Daily Attendance (ADA) and Average Daily Participation (ADP) are also calculated for the date range.
Area Eligible counts are provided as applicable.
Next is the Approved Applications data, showing current Free, Reduced and Enrollment as well as the Highest Free, Reduced and Enrollment for you’re selected date range.
The Total Count of all meals is given next, as well as the Federal and State reimbursement totals.
This section provides a breakout of Meals Counts and Reimbursements per meal period.
Next we’ll take a look at the Edit Check and Meal Counts reports.
As a Best Practice, you should frequently review your Edit Check and/or Meal Counts reports to make sure they’re in line with expectations. If you do, at the end of the month you’ll be confident that the Basic Claim data is accurate.
This section provides a breakout of Meals Counts and Reimbursement Amounts per meal period.

21. Claims-related Reports
Time to exercise!
Log into Solana, take a self-guided tour and log out again. Repeat 3 times!
Determine who will be reviewing the Edit Check and/or Meal Count data, and how often.
Helpful Hints!
Ideally, the Managers will be reviewing for accuracy daily and the Central Staff at least weekly.

22. Claims-related Reports
Key Takeaways
The criteria you select will affect how the reports populate.
Routinely review the Edit Check and Meal Counts for accuracy.
The Basic Claim data is a recap of the Edit Check/Meal Count data you’ve reviewed .
Wrap up the topic
*User Groups have identical rights that are all ON by default
*Rights can be edited for each User Group
*New User Groups can be created as needed

23. Congratulations, Your Claim is tamed!
You can now:
Update setting that affect your claim.
Select appropriate reporting criteria.
Frequently review Meal data and make timely corrections.

24. ‘Financial Reporting’ is the next lesson in the series.
Thanks again for your time and effort. It’s appreciated!
‘Financial Reporting’
is the next lesson in the series.