1. Review Expectations August 16, 2013 Tennessee Department of EducationTennessee Department of Education School Nutrition ProgramSchool Nutrition Program

2. What is specified in Your Contract? 2

3. Meal Counting And Claiming 3

4. Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

5. 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)

6. Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

7. Collection Procedures

8. Choices:  Computer System (POS)  Ticket  Roster  Combo 8

9. Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

10. Point of Service Meals… 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 NOTE: One reimbursable meal per child AND Second meals are counted as ala carte…

11. 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.

12. Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

13. Reports  Number of Reimbursable Meals  Lowest Source  Other Computer Reports

14. Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

15. Claim for Reimbursement Review Documentation Review Documentation Validate Daily Totals Validate Daily Totals Compare Totals to Claim Compare Totals to Claim Perform Attendance Adjusted Edit Checks Perform Attendance Adjusted Edit Checks Submit Claim for Reimbursement to State Agency Submit Claim for Reimbursement to State Agency Maintain Documentation Maintain Documentation

16. Six Required Elements for:  Eligibility Documentation  Collection Procedures  Point of Service  Reports  Claim for Reimbursement  Internal Controls

17. Internal Controls The sample Internal Monitoring form addresses the five areas required by Federal Regulations: On Site Review On Site Review Claim Review Process/Completion Claim Review Process/Completion Edit Checks Edit Checks Follow-Up Follow-Up Recordkeeping Recordkeeping

18. 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. 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

19. Internal Controls Accurate Meal Counts Accurate Meal Counts Identify and Evaluate Potential Problems Identify and Evaluate Potential Problems Resolve and Document Reasons for Discrepancies. Resolve and Document Reasons for Discrepancies.

20. Internal Controls 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. ** Use an attendance adjusted eligible.

21. STEP ONE: DEVELOP ATTENDANCE FACTOR Internal Controls Edit Checks

22. Attendance Factor:  Local Attendance Factor (ADA/ADM)  Annual Factor (from October – September)  National Average Daily Attendance Factor (93.8%) (Usually issued around August 1 st of each year) Percentage Adjusted Internal Controls Internal Controls Edit Checks

23. INITIA LS LUNCHES SERVED (COUNTS) BREAKFASTS SERVED (COUNTS) OF DATEELIGIBLES STUDENTS REVIEW ER 2011 FREE REDUC ED PAIDFREE REDUC EDPAIDTOTAL ADULT FREE REDUC EDPAIDTOTALADULT YEP 3/1303111472299105235 6395010127321602 YEP 3/2308111470295108224 6274812130251763 YEP 3/3311117470300111215 6264012632371955 YEP 3/4320120470302115218 6355112834392012 YEP 3/5318124468298103250 6514212535422023 TLS 14945421142317823160115817593415 SIGNATURE OF PREPARER: Rude wakening

24. SchoolTotal Memb ership ADMADAADA/ 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) Happy Elem. 916894839 894 94% 320301124117472444 (D)/(C) = (E).938 =.94 94% This is the Attendance Factor (E)X(F) = (G).94 X 320 = 301 Compare 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 = 117 Compare 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= 444 Compare 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).

25. INITIA LS LUNCHES SERVED (COUNTS) BREAKFASTS SERVED (COUNTS) OF DATE ELIGIBLES STUDENTS REVIE WER 2011 FREE REDUC ED PAIDFREE REDUC EDPAIDTOTAL ADULT FREE REDUC EDPAIDTOTALADULT YEP 3/1303111472299105235 6395010127321602 YEP 3/2308111470295108224 6274812130251763 YEP 3/3311115470300111215 6264012632371955 YEP 3/4320120470302115218 6355112834392012 YEP 3/5318124468298103250 6514212535422023 301117444 TLS 14945421142317823160115817593415 SIGNATURE OF PREPARER: Rude wakening The yellow boxes are the comparison numbers – the attendance adjusted numbers

26. Meal Components Offer versus Serve Dietary Specifications and Documentation 26

27. Lunch Meal Pattern 27 Grades K-5Grades 6-8Grades 9-12 Meal PatternAmount of Food a Per Week (Minimum Per Day) Fruits (cups) b 2.5 (0.5) 5 (1) Vegetables (cups) b 3.75 (0.75) 5 (1) Dark green c 0.5 Red/Orange c 0.75 1.25 Beans and peas (legumes) c 0.5 Starchy c 0.5 Other c,d 0.5 0.75 Additional Veg to Reach Total e 111.5 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) Other Specifications: Daily Amount Based on the Average for a 5-Day Week Min-max calories (kcal) h 550-650600-700750-850 School Nutrition

28. 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

29. School Breakfast Meal Pattern For 2013-2014 (only) Food ComponentsGrade K-5Grade 6-8Grade 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 Alternates None required by may substitute 1 oz. equivalent of meat/ma for 1 oz. equivalent grain after minimum daily grain is met Alternately, m/ma may be offered as an extra food and not credit toward any component. Other Requirements Minimum-Maximum Calories Weekly Average 350 - 500400 - 550450 - 600 School Nutrition 29

30. Review Expectations August 16, 2013 Tennessee Department of EducationTennessee Department of Education School Nutrition ProgramSchool Nutrition Program