School Nutrition Program Sponsor Training Manual … · UTAH STATE OFFICE OF EDUCATION School...

UTAH STATE OFFICE OF EDUCATION

School Nutrition Program

Sponsor Training Manual

FEATURING THE CHILD NUTRITION MANAGEMENT SYSTEM

June 2008

Dynamic Internet Solutions, LLC 7030 West Morning Dove Drive Glendale, AZ 85308-9515 Phone: (623) 825-0795 fax: (623) 825-0901 e-mail: jmays@Dynamicinet.com www.dynamicinet.com

School Nutrition Program Sponsor Training Manual

Utah State Office of Education June 2008 Contents i

Contents

1 Introduction ............................................................................................................................................ 1 Welcome ................................................................................................................................................................................... 1 Help Features ........................................................................................................................................................................... 1

Get the Most From the Help System ............................................................................................................................. 2 Expanded Instructions .................................................................................................................................................... 3 Turn Off Internet Explorer Pop-up Blocker ................................................................................................................. 4 Important Help Topics ..................................................................................................................................................... 4 Print Help Topics .............................................................................................................................................................. 5

Access the CNPweb ................................................................................................................................................................ 5 Common Page Elements ........................................................................................................................................................ 6 Program Year ........................................................................................................................................................................... 8 Menu Options .......................................................................................................................................................................... 9 CNPweb Quick Access ............................................................................................................................................................ 9 Logoff ...................................................................................................................................................................................... 10 Input Errors ............................................................................................................................................................................. 10

2 SNP Overview ...................................................................................................................................... 12 SNP Basics ............................................................................................................................................................................... 12 Enrollment Basics .................................................................................................................................................................. 12

Application Packets ....................................................................................................................................................... 13 Packet and Application Statuses ................................................................................................................................. 15 Packet and Application Tasks ...................................................................................................................................... 18

Claims Basics .......................................................................................................................................................................... 19 Claims Options ................................................................................................................................................................ 20 Claims Guidelines ........................................................................................................................................................... 20 Original and Revised Claims ......................................................................................................................................... 21 Processing One-Time Exceptions ................................................................................................................................ 22 Claims Statuses ............................................................................................................................................................... 23 Claims Tasks .................................................................................................................................................................... 26 Claim Revisions ............................................................................................................................................................... 27 Notes: ............................................................................................................................................................................... 27 Related Topic................................................................................................................................................................... 27

3 How Do I...? .......................................................................................................................................... 28

4 A Year in the Life ................................................................................................................................. 30 Program Year Activities ........................................................................................................................................................ 30 Activity 1: Submit a Packet .................................................................................................................................................. 31 Activity 2: Revise Applications ............................................................................................................................................ 31 Activity 3: Submit Monthly Claims ..................................................................................................................................... 32 Activity 4: Revise Claims ....................................................................................................................................................... 33

5 Sponsor Application ........................................................................................................................... 36 Sponsor Application Overview ........................................................................................................................................... 36 Packet Step 1: Submit a Sponsor Application .................................................................................................................. 37 Correct Sponsor Application Input Errors ........................................................................................................................ 38 Change a Sponsor Application ........................................................................................................................................... 39 Edit a Sponsor Application .................................................................................................................................................. 39 Revise a Sponsor Application .............................................................................................................................................. 40 View a Sponsor Application ................................................................................................................................................ 42 Delete a Sponsor Application ............................................................................................................................................. 43

6 Site Application ................................................................................................................................... 44 Site Application Overview ................................................................................................................................................... 44

Utah State Office of Education June 2008 Contents ii

Packet Step 2: Submit Site Applications ............................................................................................................................ 45 Correct Site Application Input Errors ................................................................................................................................. 46 Change a Site Application ................................................................................................................................................... 47 Edit a Site Application .......................................................................................................................................................... 47 Revise a Site Application ...................................................................................................................................................... 48 View a Site Application ........................................................................................................................................................ 50 Delete a Site Application ...................................................................................................................................................... 51

7 Finalize and Submit Packet ............................................................................................................... 52 Packet Step 3: Submit Off-line Forms ................................................................................................................................. 52 Packet Step 4: Submit Your Packet ..................................................................................................................................... 52 Packet Step 5: Correct Errors and Resubmit Packet ........................................................................................................ 53

8 Claims .................................................................................................................................................... 55 Reimbursement Claims Overview ...................................................................................................................................... 55 Submit a Reimbursement Claim (Online Form) ............................................................................................................... 56

Notes: ............................................................................................................................................................................... 57 Related Topics ................................................................................................................................................................. 57

Submit a Reimbursement Claim (Upload File) ................................................................................................................. 58 Correct Claim Input Errors (Online Form) ......................................................................................................................... 60 Correct Claim Input Errors (Upload File) ........................................................................................................................... 61 Change a Claim ...................................................................................................................................................................... 62 Edit a Claim ............................................................................................................................................................................. 62 View a Claim ........................................................................................................................................................................... 64 Delete a Claim ........................................................................................................................................................................ 65

9 Other Tasks .......................................................................................................................................... 67 View Your Sponsor Entry ..................................................................................................................................................... 67 View a Site Entry ................................................................................................................................................................... 67 View Reimbursement Rates ................................................................................................................................................ 68

10 Screens .................................................................................................................................................. 69 Sponsor Summary Page ....................................................................................................................................................... 69 Sponsor Summary - Packet Page ......................................................................................................................................... 69 Sponsor Summary - Applications Page .............................................................................................................................. 71 Sponsor Summary - Claims Page ......................................................................................................................................... 73 Sponsor Summary - Payments Page ................................................................................................................................... 75 Sponsor Summary - Users Page ........................................................................................................................................... 76

11 About This Help System ..................................................................................................................... 78

12 Index ...................................................................................................................................................... 79

Utah State Office of Education June 2008 Introduction 1

1 Introduction This section provides you with an overview of the CNPweb features used by sponsors in the School Nutrition Program.

Welcome

Welcome to the CNPweb online help for School Nutrition Program sponsors. Dynamic Internet Solutions developed this help system to provide you with the skills and knowledge you need to use the CNPweb.

This help system:

Provides you with a general understanding of how the CNPweb fits into the ongoing work of the School Nutrition Program.

Explains how to use each of the CNPweb School Nutrition Program features for application packets, reimbursement claims, and your October survey.

Note: We recommend that you read about using this help system (see ʺHelp Featuresʺ on page 1) before starting the rest of the help system.

Help Features

The CNPweb help system provides the quickest and easiest way to find answers to your questions.

Help Access The CNPweb provides a separate help system for each child nutrition program. To access the help system for the School Nutrition Program:

Step 1: Log in (see ʺAccess the CNPwebʺ on page 5) to the CNPweb and select the School Nutrition Program puzzle piece.

Step 2: Display your Sponsor Summary.

Step 3: Click on the Help command in the upper right screen corner (common page element (see ʺCommon Page Elementsʺ on page 6)).

Help Organization The help consists of three major sections:

Introduction (on page 1) provides a general overview of the CNPweb. SNP Overview (on page 12) provides background information about the School Nutrition Program features, including applications, claims, and October surveys.

How Do I...? (on page 28) provides a master list of all SNP tasks you can perform grouped by category to help you find instructions quickly and easily.

A Year in the Life (on page 30) puts the pieces together for you. It takes you through the activities your organization must perform at each phase of the program year, and provides links to detailed instructions.

The remaining sections provide the details for using the CNPweb including topics for completing all tasks and screen descriptions for the most common screens.

Topic Contents Each help topic contains explanations and step‐by‐step procedures for using the CNPweb to complete your job tasks. In addition, most topics also include:

Notes. Tips for a better understanding of how the CNPweb works. Related Topics. A linked list of information topics that provide background about the current topic.

Related Tasks. A linked list of procedure topics related to the current topic. See Also. A linked list of the other topics in this help section.

From each help topic, you can access these tools in the left window pane.

Contents. A list of the sections and topics in this help system. Index. A list of CNPweb features with links to topics that explain them.

Click on the tabs to switch between the contents and index.

Notes: When you see a closed book icon in the table of contents, click on the plus sign to open the book and see more help topics.

For a general overview of the School Nutrition Program features and how the CNPweb features implement this program, see the Getting Started Guide for Sponsors available from your state agency.

Get the Most From the Help System

The help system provides you with three tools that help you find the information you need.

Table of contents. Provides the list of topics organized into chapters. You can review each of the chapter contents to locate the topic you want to read.

Index. Provides a way to look up topics with the information you need to know. Identify a key word or concept, and look it up alphabetically in the index. For each index term, there are one or more topics that contain the information you want.

Links. Provide a quick method to jump from one topic to a related topic. Any underlined text in a help topic provides a link to a related topic.

Navigation Tools You can use the following tools to move through the help system topics.

Up and down arrows at the top of each topic let you move forward or backward through the topics using the table of contents. Using the arrows, you move through every topic in the help system.

Scroll bars on the sides of the topics allow you to read information that did not fit in the help window.

If your help window is smaller than the screen, a scroll bar may appear across the bottom to allow you to scroll left and right.

Display Tools & Tips You can use the following tools to change the way that the help system displays on your computer.

You can make the help window fill your screen by clicking on the Maximize button (square) in the upper right corner.

You can make the help window smaller than the whole screen by clicking on the Restore Down button (overlapping squares) in the upper right corner.

These tools and tips cover standard Windows features. If you need assistance with them, consult your organization’s help desk.

When the help window is smaller than your screen, you can adjust its height and width by placing the mouse over the side, top, or bottom screen border and dragging it to make the window larger or smaller.

The help topic contents adjust to the width of the help system window. There are a few places in the help, including tables and screen captures, which may not fit into the adjusted screen width. Use the left and right scroll bar to view wide content.

You can move a help window that is smaller than the screen to any location on your screen by clicking on the blue title bar across the top and dragging the window to the desired location.

Expanded Instructions

The help system procedures show you the quickest way to accomplish a task. Some of the steps assume that you know how to perform basic CNPweb operations. If you are unsure about how to perform these tasks, you can click on the step to display expanded instructions.

Steps with expanded instructions display in blue underlined text with a blue right arrow at the start of the step text.

To display the expanded instructions, click on the step. The CNPweb displays the step‐by‐step procedure to complete this task.

To remove the expanded instructions, click again on the step.

If you change the program year, you must remember to change it back before starting other CNPweb tasks.

Pop-Up Blockers If you are unable to display these expanded instructions, check your computer for a pop‐up blocker. Even though the expanded instructions do not appear in a pop‐up window, some browsers and security programs consider this feature a pop‐up. You must turn off all pop‐up blockers to see the expanded instructions.

We provide instructions for turning off the pop‐up blocker in Internet Explorer (see ʺTurn Off Internet Explorer Pop‐up Blockerʺ on page 4). Your organization may use additional pop‐up blockers or a different browser. Consult your organization’s help desk for more information.

Turn Off Internet Explorer Pop-up Blocker

If you use Internet Explorer, you can easily turn off the pop‐up blocker.

To turn on pop‐ups each time you start a help system:

Step 1: Open the help system (see ʺHelp Featuresʺ on page 1) with Internet Explorer (as usual).

Internet Explorer displays an information bar with the following message:

To help protect your security, Internet Explorer has restricted this file from showing active content that could access your computer. Click here for options.

Step 2: Click on the information bar.

Internet Explorer displays a menu of options.

Step 3: Click Allow Blocked Content.

Internet Explorer displays the Security Warning window.

Step 4: Click Yes.

Notes: If you turn off pop‐ups, Internet Explorer allows all of the help system features to work for this session. You must repeat this procedure each time you start the help system.

For more information about the interaction of pop‐up blockers and the help system, see the Getting Started Guide for Sponsors available from your state agency.

If you need further assistance, consult your organizationʹs help desk.

Important Help Topics

New CNPweb users find these three topics to be the most helpful.

Program Year Activities (on page 30). Organizes your activities throughout the program year (before, during, and after) and provides links to instructions.

How Do I...? (on page 28). Organizes your activities by category enrollment, claims, etc.) and provides links to instructions.

Sponsor Summary Page (on page 69). Describes each Sponsor Summary tab and provides links to help topics that explain each task you can perform on each page.

Mark Important Help Topics While you learn to use the CNPweb, you may find that you refer to some help topics frequently. There are two ways to mark a topic for quick access.

Add a browser favorite or bookmark. While you view a help topic, add a browser favorite or bookmark.

Add a desktop shortcut to the page (see ʺCNPweb Quick Accessʺ on page 9). While you view a help topic, add a shortcut on your computer desktop.

Note: If you need further assistance marking important help topics, consult your organization’s help desk.

Print Help Topics

You can print individual help topics and keep important topics in a folder or notebook on your desk.

To print a help topic using Internet Explorer:

Step 1: Display the help topic you want to print.

Step 2: Click File.

Step 3: Click Print.

The browser displays the Print dialog.

Step 4: Select the appropriate printer.

Step 5: Click Print.

The browser prints the current help topic on the selected printer.

Why You Should Not Print All Help Topics From time to time, your state agency updates the help system. With each update, new topics appear and existing topics change. By using the online help system, you always have access to the most up‐to‐date help information. Printed topics may become outdated and do not provide you with new information, so use them carefully and for a short period of time.

We do not recommend that you print the entire help system, but you can print individual pages that you find most useful.

Note: Instead of printing all important topics, you can create a bookmark or favorite for important help topics (see ʺImportant Help Topicsʺ on page 4) so you can quickly and easily reach them.

Access the CNPweb

Before you can use the CNPweb, you must have:

Access to the Internet. A valid user ID and password. The website address (URL).

Contact your state agency to obtain these items.

To access the CNPweb:

Step 1: Turn on your computer and login (as usual) to your computer network.

Step 2: Open your Internet browser, type the website address, and click GO.

The CNPweb displays the login page.

Step 3: Type your user ID and password.

Step 4: Click Login.

The CNPweb displays the program selection menu.

Step 5: Click School Nutrition Program puzzle piece.

Step 6: If the CNPweb displays a program notice, read the notice, scroll to the bottom, and click Continue.

The CNPweb displays the Program Year Selection page.

Step 7: Click current program year.

The CNPweb displays the Sponsor Summary page.

Notes: You can also access the CNPweb from any computer connected to the Internet. If you provide an incorrect user ID or password, an error message displays on the Login page. You can select a different program year (see ʺProgram Yearʺ on page 8) to work with a future or previous program year. You can change the program year later in this session (if appropriate).

If you organization does not participate in a CNPweb program, the program puzzle piece may be grayed out on the Program Selection page.

Throughout the year, the state agency posts program notices to alert CNPweb users about program deadlines and other important information.

Related Topic Sponsor Summary Page (on page 69)

Common Page Elements

Each page of the CNPweb provides basic information and access to common commands.

Each page of the CNPweb displays the following information in the page heading (from top to bottom):

Item Description

Program Name The program name, School Nutrition Program, appears in the cream band.

Commands The purple menu band contains commands (right):

Help ‐ Access the online help for the School Nutrition Program.

Programs - Return to the Program Selection Page (puzzle piece page) where you can change from the School Nutrition Program to another program (if your organization participates in another program).

Logoff - Quickly log off from the School Nutrition Program and CNPweb.

Menu Options The purple menu band contains menu options (left):

Applications - Access the Sponsor Summary tool to submit your program participation paperwork including application packet, monthly claims, and October survey.

Maintenance - View portions of your organization's setup that determine your participation in the School Nutrition Program.

Item Description

Resources - Access supporting resources from the state agency.

Navigation Trail

(bread crumb trail)

The cream band below the menu contains a bread crumb navigation trail. This trail shows your location within the menu options at all times. Use it to quickly return to a previous page.

Program Year Below the navigation trail, the page displays the current program year. The CNPweb requires you to select a program year before you can perform any activity.

Sponsor Your sponsor ID and the name of your organization appear next to the program year.

Notes: Each child nutrition program features a different color. The School Nutrition Program color is purple. The Program Selection page (puzzle piece) shows the program colors.

You should log off (see ʺLogoffʺ on page 10) each time you finish using the CNPweb. Use the bread crumb trail to return to a previous page by clicking the abbreviated page title. Change the program year (see ʺProgram Yearʺ on page 8) by clicking the program year screen element.

Program Year

The CNPweb organizes School Nutrition Program information from your organization by program year. For each program year, the CNPweb keeps:

Application packet and revised applications. Claims and revised claims. October survey.

When you log on to the School Nutrition Program, the CNPweb requires you to select a program year. The selected program year displays on each page as part of the common page elements (on page 6).

Occasionally, you must change the program year to complete a task.

For example:

Near the end of program year 2009 you must complete your application packet for program year 2010.

After the start of program year 2010, you may need to revise your claims from program year 2009.

Change the Program Year You can change the selected program year at any time during a session.

Step 1: Click on Program Year (common page element.

The CNPweb displays the Program Year Selection page.

Step 2: Locate the desired program year in the program year list.

Step 3: Click the desired program year number.

The CNPweb changes the program year and displays the Sponsor Summary ‐ Packet page for the program year.

Notes: If you change the program year before you perform a task, remember to change it back. Your state agency maintains the list of program years. Their policies and procedures determine when they close a program year to downward revision claims (see ʺClaim Revisionsʺ on page 27).

Menu Options

The School Nutrition Program organizes its features into the following menus:

Applications. Create your application packet, revise individual applications (sponsor and site), and create and revise reimbursement claims throughout the program year. The Sponsor Summary is your primary tool.

Maintenance. View your sponsor and site information maintained by the state agency. You can also view reimbursement rate information by month.

Resource. Access supporting resources identified by the state agency.

Related Topics Enrollment and Renewal Packets (see ʺApplication Packetsʺ on page 13) Reimbursement Claims (see ʺClaims Optionsʺ on page 20)

Related Tasks View Your Sponsor Entry (on page 67) View a Site Entry (on page 67) View Reimbursement Rates (on page 68)

CNPweb Quick Access

There are two methods for easy access to the CNPweb from your own computer.

Add a bookmark or favorites to your browser while on the Login page. Create a desktop shortcut that opens your browser to the Login page.

Desktop Shortcut Internet Explorer lets you create a desktop shortcut for any CNPweb page currently displayed in the browser.

To create a desktop shortcut using Internet Explorer version 6 or later:

Step 1: Display the login page in your browser.

Step 2: Place your cursor anywhere inside the browser window.

Step 3: Right click.

The browser displays a menu.

Step 4: Select Create Shortcut.

The browser displays a shortcut confirmation window.

Step 5: Click OK.

Windows adds the shortcut to your desktop. After you create the desktop shortcut, you can quickly access the CNPweb by double clicking the shortcut. Your computer automatically opens Internet Explorer and displays the CNPweb login page.

Notes: If you need help creating quick access tools, consult your organization’s help desk. You can also create a bookmark, favorite, or desktop shortcut for the help system (see ʺHelp Featuresʺ on page 1). You may want to mark specific topics within the help system (see ʺImportant Help Topicsʺ on page 4) for quick access.

Logoff

Each time you finish using the CNPweb, you should log off. The Logoff option appears in the header of every CNPweb page in the right corner.

To exit the CNPweb:

Click Logoff.

The CNPweb displays the Login page.

Input Errors

Each time you submit a School Nutrition Program packet application form, monthly claim, and October survey, the CNPweb checks it for data input errors. If the CNPweb finds errors, you must fix them and resubmit the form. You cannot submit your packet, applications, claims, and October survey to the state agency until all forms are complete and error‐free.

To help you submit applications, claims, and the October survey without errors, the CNPweb:

Notifies you immediately after you submit a form with errors. Assigns the Errors status to every form that contains errors. You can easily identify which form requires additional work.

Marks each form error with information that helps you to correct the error. The error messages identify the exact field that contains the error, and explain the cause the error.

The error messages provide a way to move to the next error on a form. This helps you to quickly locate and resolve the errors.

The CNPweb provides you with details about each input error to help you correct and successfully submit each form.

Page Validation Error Message At the top of the form, the CNPweb displays the Validation Errors message. This message describes the type of error messages, and provides a listing of the form sections that contain input errors.

Section Validation Error Message When you view a section of a form that contains an input error, the CNPweb provides you with details about each input error within the section. The section validation error message provides the following information about each input error in this section.

Status Description

Field Number Provides the unique field number where the error occurs.

Severity The CNPweb rates the severity of error.

Severity 1 - Errors that you must correct before you submit the form approval.

Severity 2 - Errors that you should correct before you submit the form for approval.

You must correct all errors on this form.

Description A statement of the error condition, with information designed to help you fix the error.

Field Validation Error Message When you view a form field that contains an input error, the CNPweb provides you with details about that error. The CNPweb marks each field that contains an input error. The field number also appears in red.

Notes: You can scroll through the form to locate the first error, or you can click the section numbers to jump directly to a section.

If you place your mouse over the field number of a field with an error, the CNPweb displays the error description text in a tool tip.

Related Tasks Correct Sponsor Application Input Errors (on page 38) Correct Site Application Input Errors (on page 46) Correct Claim Input Errors (see ʺCorrect Claim Input Errors (Online Form)ʺ on page 60)

Utah State Office of Education June 2008 SNP Overview 12

2 SNP Overview This section provides an overview of the features of the School Nutrition Program.

SNP Basics

The CNPweb provides tools that allow School Nutrition Program sponsor organizations to easily submit, review, and maintain the required program paperwork throughout each program year. As a sponsor, you use the CNPweb to document your participation in the programs.

Before the Program Year Before the start of the program year, your organization submits its application packet. The state agency reviews and approves your packet, giving your organization access to the rest of the CNPweb features.

During the Program Year Each operating month, your organization submits reimbursement claims based on the meals activity at your sites. The state agency may review and approve your claims, or the CNPweb may automatically approve your claims. After approval, the state agency authorizes payment to your organization.

Throughout the program year, your organization can change your applications and claims. The state agency reviews and approves revisions to your applications and claims, and authorizes payment adjustments (upward or downward) for your revised claims.

Your state agency requires your organization to submit an October survey at the end of each October.

Related Topic A Year in the Life (on page 30)

Enrollment Basics

Your organization submits an application packet before the start of every School Nutrition Program program year. The CNPweb provides the tools that allow your organization to easily submit the required paperwork to your state agency. Your application packet identifies the required applications and other enrollment forms that the state agency requires from your organization.

Enrollment Process Your organization completes the following general steps in the enrollment process:

Step 1: Submit your application packet. Before the start of the program year, your organization creates and submits its application packet by the deadline date provided by the state agency.

Step 2: Correct and resubmit a returned packet (as needed). During your packet review, the state agency may return one or more applications for correction. When this occurs, your organization corrects the forms and resubmits its packet.

Step 3: Revise application forms (as needed). Throughout the program year, your organization revises individual applications as changes occur in your organization. You submit revised applications, and the state agency reviews and approves them.

Application Statuses The CNPweb tracks your progress through the enrollment process using application statuses (see ʺPacket and Application Statusesʺ on page 15). You can see at a glance your application packet progress, and see the outcome of the state agency review by checking the application statuses.

Application Revisions The CNPweb keeps a revision history for every application form, and allows you to review the revision history at any time.

Related Topic Sponsor Summary Page (on page 69)

Related Tasks Packet Step 1: Submit a Sponsor Application (on page 37) Packet Step 2: Submit Site Applications (on page 45) Packet Step 3: Submit Off‐line Forms (on page 52) Packet Step 4: Submit Your Packet (on page 52) Packet Step 5: Correct Errors and Resubmit Packet (on page 53)

Application Packets

Before the start of the program year, your organization submits an application packet for the School Nutrition Program. The specific group of forms your organization submits depends on:

The School Nutrition Program enrollment requirements. Your organizationʹs structure and characteristics.

The CNPweb allows you to easily create and submit your packet. It identifies the specific forms your organization must submit in its packet. Each packet consists of the following types of forms:

Online forms. The sponsor and site applications that you fill out and submit using the CNPweb. Off‐line forms. The other forms and documentation the state agency requires from your organization.

Related Topics Sponsor Summary Page (on page 69) Sponsor Summary ‐ Packet Page (on page 69)

Related Tasks Packet Step 1: Submit a Sponsor Application (on page 37) Packet Step 2: Submit Site Applications (on page 45) Packet Step 3: Submit Off‐line Forms (on page 52) Packet Step 4: Submit Your Packet (on page 52) Packet Step 5: Correct Errors and Resubmit Packet (on page 53)

Packet Online Forms

Your packet consists of the following online forms:

Sponsor Application. An application form that describes your organization and its School Nutrition Program participation. Every organization must submit one sponsor application for each program year.

Site Application. The CNPweb identifies the sites operated by your organization that participate in the SNP. Your organization must submit one site application for each site you operate that participates in the SNP.

Notes: Your packet contains site applications only if your organization operates sites. You must contact the state agency if your site application list is incorrect. If your organization submitted an application packet for the School Nutrition program last year, the CNPweb rolls over some of the information to this yearʹs applications. You can change the rolled over information if necessary.

Related Tasks Packet Step 1: Submit a Sponsor Application (on page 37) Packet Step 2: Submit Site Applications (on page 45)

Packet Off-Line Forms

You packet includes several off‐line forms required by the School Nutrition Program. The state agency added these documents to the CNPweb where you can easily download them and identify which forms the state agency requires for your organization.

The following table identifies the document formats used for off‐line forms.

Icon Document Type and Use

Microsoft Word documents require you to use Word to complete and print these forms.

Microsoft Excel documents require you to use Excel to complete and print these forms.

Adobe Acrobat documents require you to use the free Acrobat Reader to print these forms.

Text files require sponsors to use Word or the Microsoft Notepad to open and print these forms.

To download your packet off‐line forms:

Step 1: Display the Sponsor Summary ‐ Packet page.

Step 2: Locate the form you need to download in the list.

Step 3: Click the file type icon.

The CNPweb displays the File Download window.

Step 4: Click Save.

Step 5: The CNPweb displays the Save As window.

Step 6: Determine the location on your computer where the CNPweb should place the off‐line form file.

Step 7: Click Save.

The CNPweb downloads the file to this location on your computer.

Step 8: Repeat Step 2 through Step 7 for each file you need to download.

Notes: The off‐line forms are not visible on the Sponsor Summary ‐ Packet page until after you submit your sponsor application.

Your organization must report the submission date for required forms before it submits its packet.

Related Topic Sponsor Summary ‐ Packet Page (on page 69)

Related Task Packet Step 3: Submit Off‐line Forms (on page 52)

Packet and Application Statuses

The CNPweb assigns statuses to identify the location of your application packet in the creation and approval process.

Each application (sponsor and site) receives its own status on the Sponsor Summary ‐ Applications page.

Each type of application (sponsor and site) receives an overall status on the Sponsor Summary ‐ Packet page.

The CNPweb assigns the following statuses with applications and packets:

Incomplete Status (on page 16) Errors Status (on page 16) Pending Submission Status (on page 17) Pending Approval Status (on page 17) Needs Correction Status (on page 18) Approved Status (on page 18)

Notes: The review and approval process for claims is different from the review and approval process for packets and applications (sponsor and site). The claims approval process uses different statuses (see ʺClaims Statusesʺ on page 23).

Related Topics Sponsor Summary ‐ Packet Page (on page 69) Sponsor Summary ‐ Applications Page (on page 71)

Incomplete Status

Before you begin working on your packet or an application (sponsor or site), the CNPweb displays the Incomplete status on the Sponsor Summary ‐ Packet page.

When you submit an application, the CNPweb checks it for errors.

If the application contains errors, the CNPweb assigns the Errors status. If the application does not contain errors, the CNPweb assigns the Pending Submission status.

When the state agency returns an application (sponsor or site) for correction, the CNPweb assigns the Incomplete status on the Sponsor Summary ‐ Packet page to identify the type of form that requires correction.

Notes: The CNPweb never assigns the Incomplete status to an individual application on the on the Sponsor Summary ‐ Applications page.

Related Topic Sponsor Summary ‐ Packet Page (on page 69)

Errors Status

The CNPweb assigns the Errors status when an application (sponsor or site) or your October survey contains input errors.

Packet Errors The Errors status on the Sponsor Summary ‐ Packet page means that one or more applications in the packet contain input errors. Review the Sponsor Summary ‐ Application page to identify the specific form with input errors.

You must correct every application with input errors. You cannot submit your packet for approval until you correct all errors.

Application Errors The Errors status on the Sponsor Summary ‐ Applications page identifies a specific application with input errors.

You must correct every application with input errors. You cannot submit your packet or a revised application form for approval until you correct all errors.

Note: When you correct the errors, the CNPweb assigns the Pending Submission status or the Pending Approval status.

Related Topics Sponsor Summary ‐ Packet Page (on page 69) Sponsor Summary ‐ Applications Page (on page 71) Sponsor Summary ‐ Claims Page (on page 73) Input Errors (on page 10)

Pending Submission Status

The CNPweb assigns the Pending Submission status when an application or October survey is ready for state agency review and approval.

Packet Pending Submission The Pending Submission status on the Sponsor Summary ‐ Packet page means that one or more categories of applications (sponsor or site) in the packet are ready to submit to the state agency.

When the state agency returns your packet because one or more applications needs correction, the CNPweb assigns the Pending Submission status to applications that do not need correction.

Application Pending Submission The Pending Submission status on the Sponsor Summary ‐ Applications page means that one or more applications in the packet are ready to submit to the state agency. You cannot submit your packet until all applications have the Pending Submission status.

When the state agency returns your packet because one or more application needs correction, the CNPweb assigns the Pending Submission status to the corrected application.

When you revise applications, the Pending Submission status means that you did not check the submit checkbox on the form.

Pending Approval Status

The CNPweb assigns the Pending Approval status when an application or October survey is waiting for state agency review and approval.

Packet Pending Approval The Pending Approval status on the Sponsor Summary ‐ Packet page means that the state agency has your application packet for review and approval.

Application Pending Approval The Pending Approval status on the Sponsor Summary ‐ Applications page before your packet approval means that the state agency has your packet for review and approval.

When a revised application has the Pending Approval status, it means that the state agency has your revised application for review and approval.

Note: You cannot edit an application with the Pending Approval status.

Needs Correction Status

The CNPweb assigns the Needs Correction status after the state agency reviews your packet, an application, or your October survey, and returns it to you for correction.

Packet Needs Correction The Pending Approval status on the Sponsor Summary ‐ Packet page means that the state agency has returned your application packet for correction. The CNPweb identifies the specific forms that need correction on the Sponsor Summary ‐ Applications page.

Application Needs Correction The Pending Approval status on the Sponsor Summary ‐ Applications page identifies the specific applications returned by the state agency for correction.

Note: When you make the correction, the CNPweb checks the form for errors and assigns the Errors status if appropriate.

Related Topic Sponsor Summary ‐ Applications Page (on page 71)

Approved Status

The CNPweb assigns the Approved status after the state agency reviews and approves your packet. Each application (sponsor and site) gets the Approved status.

The CNPweb also assigns the Approved status to a revised application after state agency approval.

An approved application remains in the CNPweb. If you need to make additional changes, you must revise this application.

Note: The CNPweb keeps a history of the original application and every revision throughout the program year.

Packet and Application Tasks

The status of your packet and application determines which actions you can take on it.

Status View Edit Delete Revise

Errors Y Y Y

Pending Submission Y Y Y

Pending Approval Y

Needs Correction Y Y Y

Approved Y Y

What Does the Status Tell Me? The current status of every packet, application, and October survey determines the action you must take to reach the Approved status.

Status Action Required

Errors Edit the form and correct all data input errors using the error messages. Submit the form and the CNPweb updates the status.

Pending Submission The form type determines your action. With application packets, the form appears

in the application packet and will be submitted when you submit the packet. When all forms have the Pending Submission status, submit the packet to the state agency for review and approval.

With revised applications, edit the application, check the submit checkbox, and resubmit the application.

Pending Approval No action required.

Your organization cannot change application forms in this status.

Needs Correction Edit the form and review the state agency correction comments. Make all appropriate changes and submit the corrected form. The CNPweb updates the status.

Approved No action required.

Your organization cannot edit an approved application. If you need to submit changes, you must revise the application.

Related Topics Sponsor Summary ‐ Packet Page (on page 69) Sponsor Summary ‐ Applications Page (on page 71) Activity 1: Submit a Packet (on page 31) Activity 2: Revise Applications (on page 31) Activity 5: Submit Your October Survey

Claims Basics

The CNPweb uses the information in your sponsor and site applications to determine your organizationʹs participation in the School Nutrition Program. Your operating months determine your claims months.

Claims Submission Process The general claims process occurs each claim month of the program year:

Step 1: Submit claims. Your organization submits site‐level claims to the state agency. You must submit the claims within the USDA guidelines.

Step 2: Claim approval. The state agency may automatically approve your claims without a review, or they may review your claim before they approve it.

Step 3: Claim payment. Your state agency pays approved claims each month according to its policies and procedures.

Claims Statuses The CNPweb tracks your progress through the claims process using claims statuses (on page 23). You can see at a glance your claim progress, the outcome of the state agency review, and when the state agency pays your approved claim by checking the claim statuses.

Claim Revisions Occasionally, you may need to make changes to your paid claims (see ʺActivity 4: Revise Claimsʺ on page 33). The CNPweb allows you to revise each original claim throughout the program year as necessary. You can revise any claim as many times as needed throughout the program year within the USDA limitations.

The USOE pays each approved claim. This means that your claim revision impacts your payment. When the state agency approves a claim adjustment, the CNPweb calculates the payment adjustment (upward or downward). The state agency processes claim payment adjustments each month along with original claim payments.

The CNPweb keeps a revision history for every claim and allows you to review the revision history at any time.

Related Topic Sponsor Summary ‐ Claims Page (on page 73)

Related Tasks Submit a Reimbursement Claim (Online Form) (on page 56) Submit a Reimbursement Claim (Upload File) (on page 58) Correct Claim Input Errors (see ʺCorrect Claim Input Errors (Online Form)ʺ on page 60) Correct Claim Input Errors (Upload File) (on page 61) Edit a Claim (on page 62) Activity 4: Revise Claims (on page 33) View a Claim (on page 64) Delete a Claim (on page 65)

Claims Options

The CNPweb uses the information provided on your sponsor and site applications to determine your participation in the School Nutrition Program and the operating months when your organization can submit a reimbursement claim.

Claims Guidelines

Each sponsor organization that participates in the School Nutrition Program submits monthly reimbursement claims for its operating months of the program year. Each claim reports the meals served during one calendar month.

Your organization must submit claims according to these guidelines:

You submit all new (original) monthly claims on or after the first day of the following month, not to exceed 60 days from the last day of the claim month.

Each claim reports the meal activity for one calendar month. You may submit one new (original) claim past the 60‐day limitation (see ʺProcessing One‐Time Exceptionsʺ on page 22) every 36 months as a one‐time exception.

Claims Approval The state agency assigns an approval option to your organization.

State Agency approval. For some sponsor organizations, the state agency requires the sponsor to submit a claim for review before approval.

Automatic approval. For some sponsor organizations, the state agency automatically approves a claim when the sponsor submits it.

Related Topics Reimbursement Claims Overview (on page 55) Activity 3: Submit Monthly Claims (on page 32) Activity 4: Revise Claims (on page 33) Change a Claim (on page 62) Sponsor Summary ‐ Claims Page (on page 73)

Related Tasks Submit a Reimbursement Claim (Online Form) (on page 56) Submit a Reimbursement Claim (Upload File) (on page 58) Correct Claim Input Errors (Online Form) (on page 60) Correct Claim Input Errors (Upload File) (on page 61) Edit a Claim (on page 62) Activity 4: Revise Claims (on page 33) View a Claim (on page 64) Delete a Claim (on page 65)

Original and Revised Claims

Your state agency requires all sponsor organizations to submit site‐level claims. You must submit a separate claim form for each sponsored site operating in each claim month.

Original Claim Options With site‐level claims, your organization chooses between two methods for submitting the original claim in each operating month. Your organization chooses the submission process best suited to your operations.

Use an online site claim form. You collect the meal service numbers for each site and enter the information about each site using online forms (see ʺSubmit a Reimbursement Claim (Online Form)ʺ on page 56). The CNPweb calculates a sponsor summary claim from your individual site claims.

Upload a claim file. Your organization creates a data file from your point of sale or other software that contains the detailed meal service information for each site. Your organization prepares the claim upload file (see ʺSubmit a Reimbursement Claim (Upload File)ʺ on page 58) using a file layout technical specification provided by the state agency. You upload the file and the CNPweb puts the data into the appropriate individual site claim forms. The CNPweb calculates a sponsor summary claim from your individual site claims.

Claims Revisions Sponsors can revise a reimbursement claim as necessary throughout the program year within these limitations:

Upward revisions (results in an increased reimbursement) ‐ The CNPweb accepts revisions with upward adjustments up to 60 days past the end of the claim month.

Downward revisions (results in a decreased reimbursement) ‐ The CNPweb accepts revisions with downward adjustments until the state agency closes the program year to claims revisions.

The state agency reviews and approves each claim revision, and the CNPweb keeps a copy of the original claim and each approved claim revision.

With each claim revision, the CNPweb calculates the net payment amount and processes this amount through the claims payment process.

Note: Your organization must use the online forms to submit a claim revision even if you used a claim upload file to submit the original claim.

Related Tasks Submit a Reimbursement Claim (Online Form) (on page 56) Submit a Reimbursement Claim (Upload File) (on page 58)

Processing One-Time Exceptions

The USDA allows each sponsor to have one late claim submission every 36 months. The CNPweb enforces this rule and provides you with supporting information.

The CNPweb posts a notice on unsubmitted claim months past the 60‐day limitation. This notice informs you that you can submit a claim for this month by using your one‐time exception. This notice appears on more than one claim month as appropriate.

When you create a claim using the one‐time exception, the CNPweb changes the notice on any other late claims months. The new notice states that you have used your one‐time exception and cannot submit a claim for any remaining months with unsubmitted claims until the next 36‐month period. The CNPweb tracks the end of the 36 month waiting period.

If your organization or the state agency deletes this claim before it is paid, or your state agency does not allow your organization to use the one‐time exception, the CNPweb recognizes that you have not used your one‐time exception, and allows you to submit a one‐time exception

immediately. The CNPweb updates the note on any remaining months with unsubmitted claims to let you know that you can use your one‐time exception.

Note: Your state agency must approve your use of the one‐time exception.

Related Topics Activity 3: Submit Monthly Claims (on page 32) Reimbursement Claims Overview (on page 55) Sponsor Summary ‐ Claims Page (on page 73)

Claims Statuses

The CNPweb assigns statuses to identify the location of your claims in the creation and approval process. The claim status appears on the Sponsor Summary ‐ Claims page.

Each site claim receives its own status. The CNPweb creates a sponsor summary claim that contains the total of all site claims. The sponsor claim receives its own status.

The CNPweb uses the same statuses to track original claims and revisions.

The CNPweb assigns the following statuses to claims:

Errors Status (on page 23) Complete Status (on page 24) Pending Submission Status (on page 24) Pending Approval Status (on page 24) Approved Status (on page 25) Paid Status (on page 25)

Note: The review and approval process for claims is different from the review and approval process for packet forms (sponsor and site application), and the claims process uses different statuses (see ʺPacket and Application Statusesʺ on page 15).

Related Topics Sponsor Summary ‐ Claims Page (on page 73)

Errors Status

The CNPweb assigns the Errors status on the Sponsor Summary ‐ Claims page when a claim contains input errors. You must correct every claim with errors. You cannot submit a claim to the state agency for approval and payment until you correct all errors.

Using Online Forms For sponsors that submit site‐level claims using the online forms:

The CNPweb assigns the Errors status to the sponsor claim (summary claim) when you create it. After you create all site claims without errors, you must resubmit the sponsor claim to remove the Errors status.

You cannot submit the sponsor claim until you correct all errors in the site claims.

Using Claim File Upload For sponsors that submit site‐level claims using a claim upload file:

If your claim upload file is valid but contains data input errors, the CNPweb processes the upload file and assigns the Errors status to all claims with data input errors.

You must use the online forms to resolve the data input errors (see ʺCorrect Claim Input Errors (Upload File)ʺ on page 61) before you can submit your claim.

Note: When you correct claims errors, the CNPweb assigns the Pending Submission, Pending Approval, or Approved status.

Related Topics Sponsor Summary ‐ Claims Page (on page 73) Input Errors (on page 10)

Complete Status

The CNPweb assigns the Complete status on the Sponsor Summary ‐ Claims page to a site claim without data input errors. Each site claim must have the Complete status before you submit the entire month claim to the state agency for approval and payment.

Note: The CNPweb only assigns the Complete status to site claims.

Related Topics Sponsor Summary ‐ Claims Page (on page 73)

Pending Submission Status

The CNPweb assigns the Pending Submission status on the Sponsor Summary ‐ Claims page when a reimbursement claim is ready to submit to the state agency for approval and payment.

To submit a claim with the Pending Submission status, you must check the payment checkbox above the Submit button and submit the claim.

When you submit your claim, the CNPweb assigns the Pending Approval or Approved status based on the sponsor claims approval option the state agency set for your organization.

Pending Approval Status

The CNPweb assigns the Pending Approval status on the Sponsor Summary ‐ Claim page after the state agency receives your claim for approval and payment.

The CNPweb also assigns the Pending Approval status to a revised claim form that you submit during the program year for approval and payment.

Notes: Your organization cannot edit a claim with the Pending Approval status. You can edit site claims with the Pending Approval or Approved status only if the sponsor claim has the Errors or Pending Submission status.

If your state agency automatically approves claims from your organization, your claims never have the Pending Approval status.

Approved Status

The CNPweb assigns the Approved status on the Sponsor Summary ‐ Claims page to your claim (original or revision) after the state agency or the CNPweb approves it for payment.

Depending on how the state agency set up your organization, the CNPweb may automatically approve your claims. Alternatively, the CNPweb assigns the Approved status after the state agency reviews and approves your claim.

You cannot change an approved sponsor claim before the state agency authorizes payment.

Notes: You can edit site claims with the Pending Approval or Approved status only if the sponsor claim has the Errors or Pending Submission status.

If you need to change to an approved claim, you must revise the claim after it reaches the Paid status. A paid claim remains in the CNPweb.

Every approved claim becomes part of the claim revision history and remains available in the CNPweb.

Paid Status

The CNPweb assigns the Paid status on the Sponsor Summary ‐ Claims page to your claim after the state agency posts the claim payment.

You cannot make any changes to a paid claim. However, you can submit a claim revision.

If your changes result in an upward adjustment, after the state agency approves the claim revision, they pay you the additional amount.

If your changes result in a downward adjustment, after the state agency approves your next claim, the CNPweb subtracts the overpayment amount from the monies owed to you.

Notes: You must follow the USDA guidelines for submitting a claim that results in an upward adjustment.

You can submit a claim with a downward adjustment as long as the state agency permits claims entry for a program year (on page 8).

Claims Tasks

The sponsor claim status determines which actions you can take on the claim.

Errors Y Y Y

Complete Y Y Y

Pending Approval Y

Approved Y

Paid Y Y

What Does the Status Tell Me? The current status of a claim determines the action you must take to reach the Paid status.

Status Action Required to Submit a Claim

Errors Edit the form and correct all data input errors using the error messages. Submit the corrected claim.

Complete No action required on the site claim.

You must submit the sponsor claim (claim summary) to submit the site claims.

Pending Submission Edit the claim and check the payment checkbox. Submit the claim.

Pending Approval No action required.

Your organization cannot change claims in this status.

If your state agency automatically approves claims from your organization, the CNPweb never assigns the Pending Approval status to your claims.

Approved No action required.

Your organization cannot take any action on a claim with the Approved status.

Status Action Required to Submit a Claim

Paid No action required.

Your organization cannot edit a paid claim. If you need to submit a claim adjustment, you must revise the paid claim.

Related Tasks Submit a Reimbursement Claim (Online Form) (on page 56) Submit a Reimbursement Claim (Upload File) (on page 58) Correct Claim Input Errors (Online Form) (on page 60) Correct Claim Input Errors (Upload File) (on page 61) Edit a Claim (on page 62) Activity 4: Revise Claims (on page 33) View a Claim (on page 64) Delete a Claim (on page 65)

Claim Revisions

Your organization can change a School Nutrition Program site claim after the state agency authorizes payment. However, you cannot change the paid claim. Instead, you must submit a claim revision.

You use the same process to submit an original claim that you use to submit a claim revision. However, the payment from a claim revision depends on the amount of the revised claim payment.

If your revision results in an upward adjustment (your organization is entitled to more money than the previous claim), the CNPweb calculates the additional amount as the revision amount. When the state agency approves the claim revision, they authorize payment of the additional funds.

If your revision results in a downward adjustment (your organization is entitled to less money than the previous claim), the CNPweb calculates the amount of overpayment as the revision amount. The next time that you submit a reimbursement claim to the state agency, the CNPweb subtracts this amount from your claim amount.

Notes:

The CNPweb calculates any upward or downward adjustments based on your revised claims. You must submit a revision that results in an upward adjustment within 60 days of the close of the claim month.

You can submit a revision that results in a downward adjustment until the state agency stops accepting claim revisions for a program year (on page 8).

School Nutrition Program Sponsor Training Manual … · UTAH STATE OFFICE OF EDUCATION School...

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