Acknowledgment Statement Housekeeping

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Meals, Money & MoreCOUNTING REIMBURSABLE MEALS

TEXAS DEPARTMENT OF AGRICULTURECOMMISSIONER SID MILLER

This product was funded by USDA.This institution is an equal opportunity provider.

Food and Nutrition Division National School Lunch Program

Updated 04/2020www.SquareMeals.org

Acknowledgment Statement

You understand and acknowledge that

❑ the training you are about to receive does not cover the entire scope of the program and that

❑ you are responsible for knowing and understanding all handbooks, manuals, alerts, notices and guidance, as well as any other forms of communication that provide further guidance, clarification or instruction on operating the program.

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Housekeeping3

Where are the restrooms?Restrooms are located…

What if my phone rings?Please place cell phones on silent…

What if I have a question? Limit side conversations and write questions on…

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Course Objectives4

By the end of this course, participants will understand the basics of an accurate counting system and should be able to do the following: Identify the required elements of an effective meal

counting system. Describe acceptable and unacceptable meal counting

procedures. Recognize the requirements of a reimbursable meal at the

point of service. Identify internal control methods to support accurate

claims for reimbursement.

Who Should Attend this Class?5

Employees responsible for

counting reimbursable

meals at the POS

Food service site managers

Class Outline6

Introduction

Module 1: Acceptable Meal Count Systems

Module 2: Recognizing Reimbursable Meals

Module 3: Accuracy and Recordkeeping

Conclusion

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Introduction

Resources8

Time for…..9

Pre-Assessment

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Module 1: Acceptable Meal Count Systems

Module 1 Objectives11

By the end of this module, participants will

be able identify the following:

Important features of an effective meal count

system.

Requirements of accurately counting meals at

the point of service.

Acceptable coding and counting practices.

Module 1: Acceptable Meal Count SystemsTopic 1: Essential Features

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Essential Features13

Manage the eligibility determination process.

Maintain accurate, current lists of enrolled

students to reflect current eligibility status.

Ensure that reimbursement claims are based on

meal counts taken daily at the point of service.

Essential Features14

Identify the number of free, reduced price and

paid meals served to eligible students without

overt identification.

Establish procedures which ensure the accuracy

of meal counts prior to the submission of the

monthly claim.

Do Not Claim15

Second Meals

Adult Meals

A la Carte

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Module 1: Acceptable Meal Count SystemsTopic 2: POS Requirements

Point of Service (POS)17

Point in the food service operation where a determination can accurately be made that a reimbursable free, reduced-price, or paid meal has been served to an eligible student.

Point of Service (POS) Responsibilities

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Staff at the POS is responsible for:

1. Determining if a reimbursable meal has been selected

by each student.

2. Using the CE’s coding and counting system to record the

meal served to the student.

3. Ensuring that only one reimbursable meal is served to

each student during each meal service.

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Benefit Issuance System19

Identify staff responsible for determining

free, reduced, and paid eligibility by

application and direct certification

Create rosters that reflect each student’s

current status

Implement selected medium

of exchange

TX-UNPS Attachment B20

Identifies information regarding the CE’s meal counting and claiming processes.

Attachment B: Meal Count/Collection Procedures21

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Attachment B: Meal Count/Collection Procedures

Medium of exchange method or payment method for free, reduced-price, or paid meals

Strategy used at the point-of-service to codea reimbursable meal and prevent overt identification

Method of counting and claimingreimbursable meals

Identify all meal count/collection procedures including ASCP, field trips, and any alternative meal service

Identify written policy for children charging meals

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Special Provision Sites23

Method to monitor serving lines to ensure meal pattern requirements are met

Method to ensure only one reimbursable meal per student is claimed

Master List or Roster24

CE Master List or Roster must include:

Student’s name

Eligibility status

Date of eligibility determination

Date and notation of any change of status, transfer, or dropped

Point of Service List or Roster for Counting Meals

Student’s name

Eligibility status

Type of meal service

Date of meal service

Totals for the day/month by category

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Medium of Exchange25

• What the student provides at the point of service to receive a meal

• Must provide confidentiality• Method must be described in the

CE’s Attachment B• All students must be provided the

selected medium of exchange

Coding Standards26

Protect students’ privacy

Prevent overt identification

Link meal to student served

Common Coding Methods27

Cashier List/Verbal Identifier

Coded Identification Cards

Pin Number

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Prohibited Coding Practices28

Color coding Single symbol coding Assigning students to eating lines, times, or

arrangements based on eligibility Limiting a student’s meal based on

eligibility status Solely on visual identification or knowledge

of students’ eligibility categories

Unacceptable Counting Methods29

Method Definition Explanation?

Attendance CountsUsing the number of students in attendance as a

meal count.

This does not provide a number of reimbursable

meals actually served to students.

Classroom CountsCount based on the number of students in a

class that indicate an intention to eat a meal

prior to the meal being served.

This method does not accurately count

reimbursable meals actually served to students.

Tray or Entrée

Counts

Counting the number of trays or entrees used

during the meal service to obtain the meal

count.

This does not provide an accurate count of

reimbursable meals — only of trays and entrees.

A La CarteCounting food items not served as part of the

reimbursable meal as reimbursable.

A la carte items cannot be claimed for

reimbursement.

Cash TotalsUsing cash totals to determine the number of

meals served.

The conversion of cash to meals does not provide

an accurate count of reimbursable meals served.

Category/Cash

Back OutCalculating the meal count by subtracting the

number of meals from another category.

CEs must count the number of meals served in

each eligibility category.

Counting Off SiteCounting the number of meals delivered to a

school.

The number of meals delivered is not necessarily

the number of meals that were actually served.

Ineligible

Students/PeopleIneligible adults or children served and claimed

for reimbursement.

CEs must certify eligibility before claiming for

reimbursement.

Prepaid/Charged

MealsWhen students either prepay or charge their

meals.

Meals must be counted on the day that the

student is served the meal, not on the day that the

prepaid meal was purchased or the charged

meal was repaid.

SecondsRefers to second meals served to students that

are claimed for reimbursement.

CEs can only claim one reimbursable breakfast,

lunch and snack per student per day per the

student’s approved eligibility.Pg. 14

Afterschool Programs – CE Counting System

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CE’s Counting System:

Must accurately count one snack/dinner per student served

Must match the student to the snack/dinner served

May be same as NSLP

May be computerized or manual

Must be able to separately count snacks and meals for each CNP

they operate

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• Definition will be shown• Participants will identify the

key term for each definition

ACTIVITY – Key Terms Review

Key Terms 32

A ______________ is a list of students that may be served meals. It must contain their names, eligibility status and the date and

notation of any changes in eligibility status.

Master List/Roster

Key Terms 33

What is federal cash assistance, paid or payable to participating CEs for meals

that meet meal pattern requirements and are served to eligible students?

Reimbursement

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Key Terms

The way or method children pay for

meals during meal service is called

what? It is used to also ensure that

there is no overt identification of a

child’s eligibility status.

Medium of Exchange

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Key Terms

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Where can a staff member

determine if a reimbursable meal

has been served to an eligible

child?

Point of Service

Key Terms

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Any action that may result in a student being recognized as eligible for free or reduced-price meals is known as what?

Overt Identification

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Key Terms

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What kind of meal contains all of the necessary menu or food items to meet the obligatory meal pattern food items

in the required serving sizes for the student’s age/grade group?

Reimbursable Meal

Key Terms

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All students should have __________to meals, regardless of, and without

identifying their free or reduced price status.

Equal Access

Module 2: Recognizing Reimbursable Meals

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By the end of this module, participants will

be able to do the following:

Recognize a reimbursable meal at the point of

service.

Identify additional requirements to consider

when counting meals in special situations.

Module 2: Recognizing Reimbursable MealsTopic 1: Meal Pattern Requirements

Food Based Menu Planning

A reimbursable meal must:

Be available to all students

Meet nutrition standards

Meet meal pattern requirements for the specific grade/age group

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Grade/Age Groups43

K-5th

•Ages 5-10

6th-8th

•Ages 11-13

9th-12th

•Ages 14-18

Meal Components44

Milk (M)

Fruits (F)

Vegetables(V)

Grains

(G)

Meat/Meat Alternate

(M/MA)

Breakfast Meal Components45

Milk (M)

Fruits (F)and

VegetablesGrains (G)

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Serving Breakfast K-1246

9-12

6-8K-5

Offer versus Serve (OVS) 47

Decrease food and packaging waste

Give students greater flexibility with

choices

Conserve resources – food, money and

energy

OVS dos not affect the meal’s unit price.

Offer versus Serve - Lunch48

Schools must offer all FIVE components at lunch.

Students must select ½ cup fruit or vegetable and two full components of the Meat/Meat Alternate, Grains, Milk.

Required for high schools (9-12) for lunch (NSLP)

Optional for all other grade levels for lunch (NSLP)

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Combination Foods49

Chef SaladPepperoni Pizza

Breakfast Sandwich

Activity: OVS at Lunch

Lunch Grades 9-1251

Today’s Menu

Baked Chicken (2 oz. eq. M/MA)Whole Grain Roll (2 oz. eq. G)

OrSpaghetti with Meat Sauce (2 oz. M/MA, 2 oz. eq. G)Broccoli (1/2 Cup)Baby Carrots (1/2 Cup)Pineapple Chunks (1/2 Cup)Apple Slices (1/2 Cup)

Choice of Milk (1 Cup):Fat Free Chocolate or Strawberry1% White

Is the student selected meal reimbursable?

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Lunch Grades 9-1252


YES

Three components were selected and the meal contained at least ½ cup fruits/vegetables.

Lunch Grades 9-1253

Today’s Menu


OrSpaghetti with Meat Sauce (2 oz. eq. M/MA, 2 oz. eq. G)Broccoli (1/2 Cup)Baby Carrots (1/2 Cup)Pineapple Chunks (1/2 Cup)Apple Slices (1/2 Cup)



Lunch Grades 9-1254

NO

This meal contains three components however the student did not select at least ½ cup fruits or vegetables.


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Lunch Grades 9-1255

Today’s Menu


OrSpaghetti with Meat Sauce (2 oz. eq. M/MA, 2 oz. eq. G)Broccoli (1/2 Cup)Baby Carrots (1/2 Cup)Pineapple Chunks (1/2 Cup)Apple Slices (1/2 Cup)



Lunch Grades 9-1256

YESThey selected 3

components that included at least 1/2 cup fruits, 1 cup vegetables, and milk.

Because the student selected the full amount of vegetables offered (1 cup)

the 2 full components selected are milk and

vegetables then 1/2 cup fruits counts as the third

component.


Lunch Grades K-5/6-857

Today’s MenuChef Salad with Chicken Strips (1/2 cup V, 1 oz. eq. M/MA)Breadstick (1 oz. eq. G)

Or Cheeseburger on Bun (1.5 oz. eq. M/MA, 1.5 oz. eq. G)Baked Beans (1/2 Cup)Carrot & Celery Sticks (1/2 Cup)Peaches (1/2 Cup)

Choice of Milk (1 Cup):Fat Free Chocolate1% White


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YES

The selected salad provides 1/2 cup Vegetables and the full meat/meat alternate component. A full component of milk was also selected








YESThe student selected 3 components that included at least 1/2 cup fruits or vegetables.


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NO

The meal contains three components, however the student did not select at least ½ cup fruits/vegetables.


Optional at all grade levels

Offer versus Serve at Breakfast63

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Offer versus Serve at Breakfast64

Student must be offered at least 4 food items

Student must be offered 1 cup fruit, vegetable or combination daily

Student must choose 3 food items including ½ cup fruit, vegetable or combination

Milk

1 cup

Fruit/Vegetable

½ cup

Grains

Minimum 1 oz. eq.

Specific food items offered for a breakfast meal that contain one or more of the three food components.

Minimum required amount to count as items on the tray:

1 cup of milk

½ cup fruit, vegetable or combination

1 oz. eq. grains

Food Item

Reimbursable OVS Breakfast

Whole grain waffle with fruit (1 oz. eq. grain + ½ cup fruit )=2 food itemsOR 2 slices of whole wheat toast (2 oz. eq. grains)=2 food items

Orange slices (1 cup fruit)=1 food item

Variety of milk (1 cup)=1 food item

1. Waffle w/fruitMilk

2. Waffle w/fruitOrange slices

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Menu - Combination food w/ two components

Examples of reimbursable student selections

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Reimbursable OVS Breakfasts

Whole grain waffle with fruit (1 oz. eq. grain + ½ cup fruit )=2 food itemsOR 2 slices of whole wheat toast (2 oz. eq. grains)=2 food items

Orange slices (1 cup fruit)=1 food item

Variety of milk (1 cup)=1 food item

1. Two slices toastOrange slices

2. One slice toastOrange slices

Milk

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Menu - Combination food w/ two components

Examples of reimbursable student selections

Activity: OVS at Breakfast

• One menu item can count for multiple food items• Look for ½ cup fruit, vegetable or combination• Look for at least 2 additional items in the minimum amount required

Breakfast K-1269

Today’s MenuCereal (1 oz. eq. G)Toast (1.oz eq. G)

Or Breakfast Sandwich w/Sausage & Cheese (1.5 oz. eq. M/MA, 1 oz. eq. G)Orange or Apple Juice (1/2 Cup)Banana (1/2 Cup)

Choice of Milk (1 Cup):Fat Free Chocolate 1% White


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Breakfast K-1270

NO

The meal contains three items, however the student did not select at least ½ cup fruits.


Breakfast K-1271

Today’s MenuCereal (1 oz. eq. G)Toast (1 oz. eq. G)

Or Breakfast Sandwich w/Sausage & Cheese (1.5 oz. eq. M/MA, 1 oz. eq. G)Orange or Apple Juice (1/2 Cup)Banana (1/2 Cup)

Choice of Milk (1 Cup):Fat Free Chocolate 1% White


Breakfast K-1272

YES

The student selected ½ cup fruit along with an additional 2 items (M/MA and G).


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Breakfast K-1273

Is the student selected meal reimbursable?Today’s MenuWhole Grain Bagel (2 oz. eq. G)

Or Pancake on a Stick (1 oz. eq. M/MA, 2 oz. eq. G)

OrYogurt Parfait with Granola (1 oz. eq. M/MA, 1 oz. eq. G)

Orange Juice (1/2 Cup F)Banana (1/2 Cup F)


Breakfast K-1274

Is the student selected meal reimbursable?YES

The student selected ½ cup fruit along with an additional 2 items (M/MA and G).

Breakfast K-1275






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Breakfast K-1276

Is the student selected meal reimbursable?YES

The student selected 1/2 cup fruit along with two additional items (F, M).

Breakfast K-1277






Breakfast K-1278

Is the student selected meal reimbursable?NO

The meal contains 3 components, however the student did not select a least 1/2 cup fruit.

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OVS is not allowed for pre-K students

Flavored milk is not allowed for pre-K students

Grain based desserts are not allowed for pre-K students

Pre-K students must take all required components

Components are the same for NSLP lunch and breakfast meal pattern

Pre-Kindergarten Meals

Comingled Considerations80

1. Can the pre-K class or group of pre-

kindergarten students be reasonably

distinguished in the service line?

2. Is there reasonably sufficient time to serve the

pre-kindergarten students the pre-k meal

pattern before older students are served?

ASCP Meal Pattern-Offer Two*81

Fruit/Vegetable

Grains/Bread

Meat/Meat Alternate

Milk*no OVS at ASCP

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Module 2: Recognizing Reimbursable MealsTopic 2: Other Considerations

Special Situations83

Medical Disabilities

Special Dietary Needs

The CE must provide reasonable accommodations for

reimbursable meals at no additional charge, when:

1. A student’s disability restricts his/her diet and

2. The disability is supported by a medical statement

signed by a medical authority that is licensed by the State

to write medical prescriptions.

Potable Water84

Must be available at no charge at lunch and during breakfast service in the cafeteria.

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OVS Signage

Must contain the USDA statement on or near the beginning of the service line.

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OVS Signage86

Unique Situations for Claiming Reimbursable Meals

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Special Situation Guidance

In-School Suspension

(ISS)

• Students must have equal access to all lines and meal types if served in the cafeteria during regular meal service.

• Students may be limited to only one reimbursable line or meal type if allowed access to the cafeteria, either before or after regular serving times.

• Students must be able to receive and consume their meals prior to, or after, regular meal periods.

• Students must be allowed to choose their milk from a variety of allowable milks.

Meals Prepared for

Field Trips

• Reimbursable meals consumed on school-sponsored, supervised field trips may be

claimed for reimbursement since the meals are prepared by the SNP department

and served and consumed as part of a school-related function.

• A list, roster, or other method of claiming the meals must be used to record the

meals students were served.

• The CE must have a procedure to ensure that only reimbursable meals served to

students are claimed.

• The list should be provided to the site manager to enter into the POS system when

the staff returns to the site.

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Unique Situations for Claiming Reimbursable Meals

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Special Situation Guidance

Students in Special

Off-Campus

Programs

• A student who is enrolled at a home campus and attends class at an off-campus location during meal times may participate in the home campus meal service on days when the special program is not in session.

• In these cases, the home campus may claim meals for reimbursement.

Visiting SNP

Participants

• In some situations a student’s attendance in such a school may be short-term (a few days) or long-term (entire school year).

• Adjustments and notations should be entered on the Accuclaim records to justify the claim when applicable and to document current numbers of approved students.

• Reimbursable meals served to eligible students may be claimed by the host CE or

the sending CE, but must not be claimed by both CEs.

Visiting Special

Provision Student

(CEP/P2)

• The CE MUST serve a reimbursable meal at no charge. • There are various scenarios for claiming visiting students, depending on if they

come from within the same CE, whether their home site participates in a special provision, or if the student visits from outside of the CE.

• Please see ARM Section 20 for additional details.

Module 3: Accuracy and Recordkeeping


By the end of this module, participants will be able to do the following:

Identify internal controls for ensuring accuracy of meal counts prior to submission of the claim for reimbursement.

Understand the steps in conducting daily edit checks.

Identify recordkeeping requirements.

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Module 3: Accuracy and RecordkeepingTopic 1: Internal Controls

Internal Controls92

Onsite Reviews

Daily Accuclaim Edit Check

Onsite Reviews-Prior to Feb 1st93

Each CE with more than one feeding site must

perform an annual onsite monitoring review of

the meal counting and recording procedures for

the following programs:

NSLP (lunch) – all operating sites within the CE

SBP (breakfast) – 50% of the operating sites

(every site is reviewed every other year)

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ASCP Reviews94

All CEs operating Afterschool Care Programs

(ASCP):

Twice during the school year

First review must be within 4 weeks of start date

Daily Record/Accuclaim Form95

Ensure the CE has an accurate counting and

claiming system in place

Identify potential claiming inaccuracies

Daily Record/Accuclaim Form

Daily Record/Accuclaim Form96

Students Served

AdultsServed

ADP

Attendance Factor

Highest Approved F/R

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Lunch Edit Check Results97

Possible Issue Action Resolution

The daily number of free and reduced-priced meals claimed exceeds the number of students approved for free and reduced priced meals.

The CE needs to review the attendance records and procedures used to code eligibility to reach a correct count.

The number of meals claimed by eligibility category exceeds the number of students in attendance by category.

The CE needs to recheck the attendance numbers and document the reason why its meal counts are correct.

The numbers of meals served is the same at lunch and breakfast or is the same for multiple days for lunch or breakfast.

The CE needs to recheck the attendance numbers and coding procedures to determine if the correct numbers have been reported.

The percentage of free and reduced-priced meals claimed exceeds the estimated percentage in attendance.

The CE needs to recheck the attendance records to determine the maximum number of students by category who were present at school on the day of error.

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Each table group will be provided a copy of the completed Daily Record/Accuclaim Form from Sunnydale Elementary for the month of November.• Review and identify any potential

problems.• Discuss solutions that may help resolve

the potential problems identified.

ACTIVITY – Daily Record/Accuclaim Form Results

Sunnydale Elementary November Daily Record/Accuclaim Form

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Activity Results100

Date Potential Problem Solution

1st

Attendance Factor is 95%;

Participation of both free and reduced is over 95%

12th-14thThe number of meals served for both free and reduced priced meals is the same for multiple

days in a row

19th Unusual participation of paid adults

25th Participation of free is over 100%

Always check count and verify number by checking attendance/absentee records if percentage of participation is equal to or above the attendance factor.

Double check POS counts to ensure the numbers have been reported correctly.

Document that it was the community Thanksgiving dinner.

Review attendance records. Never claim more than 100%. Numbers may be due to visiting students within the district for a special event.

Daily Record/Accuclaim Form/Afterschool101

Students Served

StudentsServed

ADP

Attendance Factor

Program Participation

Discuss how your CE is implementing the use of the Afterschool Programs Accuclaim Form.

ACTIVITY – Daily Record/Accuclaim Form Afterschool Programs

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Module 3: Accuracy and RecordkeepingTopic 2: Required Documentation

Records Retention

Master lists or rosters

Daily records

Counting procedures

Onsite monitoring forms

Daily and monthly accuclaim edit check forms

Records demonstrating accuracy of system

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Records to Maintain

Records Retention Periods

Private schools

Nonprofit organizations

Residential Child Care Institutions

Public schools

Charter schools

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Three Years Five Years

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Time for…..

Post-Assessment

Acknowledgment Statement

You understand and acknowledge that

the training you have completed does not cover the entire scope of the program and that

you are responsible for knowing and understanding all handbooks, manuals, alerts, notices and guidance, as well as any other forms of communication that provide further guidance, clarification or instruction on operating the program.

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In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies,offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color,national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, AmericanSign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or havespeech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be madeavailable in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all ofthe information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter toUSDA by:

(1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights

1400 Independence Avenue, SW Washington, D.C. 20250-9410;

(2) fax: (202) 690-7442; or

(3) email: [email protected].

This institution is an equal opportunity provider.

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Acknowledgment Statement Housekeeping

Documents

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