1:00 – 2:00 (call in 12:45)

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We will not be taking roll call, so please email a list of VTC attendees at your site to: stucoord@esd101.net

30 Day Application Expiration

The complete set of process sheets can be found on the North East Washington ESD101 Web Site

Go to www.esd101.net/nerdc

•Choose Student Records Resources•Choose Training Material Libraries•Choose Food Service•Choose 30 Day Application Expiration

This process consists of 4 steps

1.Prior Year Application Report2.Letters to Families3.Expire Applications4.Inform Families of Status Change

Prior Year Payor ApplicationsThis report can be used to determine which Payors returned an

application last year, but have not yet returned one this year.

All processes should be run from entity 000.

At the beginning of each school year, families must re-apply for free and reduced meals. They have 30 serving days to make this application. During the 30-day window, the prior year’s lunch code will be in effect. After 30 serving days, any student who does not have a new application entered into the system must be changed back to paid status.

A district may choose to send letters home to those families who qualified for free or reduced priced meals in the prior year, but have not turned in a new application for the current school year.

This program looks at the Payor Status to determine whether to select a record. Consequently, if a customer is inactive (student has been withdrawn), but the payor status is still active, they will be printed on the report.

Prior Year Payor ApplicationsStudent Mngmnt/Food Service/Payer Customer Maint./Maintain Payer

Customer/Report/Prior Year Applications

Sample Letter

Reminder Letters to FamiliesRun letters for those who have not returned an Application

For Free and Reduced Price Meals, for the current school Year.

Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Prior Year Application Letters by: Guardian

Reminder Letters to Families

Sample Letter

Reminder Letters to Families

Expire 2010 Applications This process should not be run, until on or after the specified expiration date.

Student Mngmnt/Food Service/Utilities/Mass Changes/Change Customers’ Lunch Code Using Payer Application Date

Expire 2010 Applications

Calendar Selections

Expire 2010 Applications The process will place the words ‘MASS CREATED ’ in the TANF\

Food Stamp Nbr:Student Mngmnt/Food Service/Payer Customer Maint./Maintain

Payer Customer

Create Letters (Predefined Version)

Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Payor Application Letters by: Guardian

Create Letters (Predefined Version)

Letters to FamiliesPredefined Version

Create Letters (Mail Merge)

Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Payor Application Letters by: Guardian

Create Letters (Mail Merge)

Student Mngmnt/Food Service/Payer Customer Maint./Maintain Payer Customer/Report/Payor Application Letters by: Guardian

Letters to Families

Verification of Income Eligibility

The purpose of this presentation is to demonstrate how to use Skyward to create the Verification Sampling and the Verification Summary Report.

This demonstration is not intended to provide you with the OSPI’s specific requirements and process instructions.

Detailed information was provided at the Child Nutrition Summer Workshop.

OSPI did not put out a bulletin this year. Instead information was sent via e-mail on 9/21/2010.

OSPI Bulletin 058-09 – November 2, 2009 for the 2009-2010 school year is still accurate for this year’s verification process.

Reminder: If you use Skyward and are choosing not to do the confirmation review, your must request approval from OSPI/Child Nutrition before going through the verification process.

Verification of Income Eligibility

Verification Timeline:

•October 1st:

• Count applications•Early October:

• Select Sample• Do Confirmation review• Send 1st notices

•Later October:• Second 2nd notices for those who have not responded

•Until November 15th:• Determine Eligibility• Document Results• Send adverse action letters• Change benefits as needed

•March 1st:

• On-line Summary must be completed prior to this date

Verification of Income Eligibility

Make sure all categorically eligible student applications say ‘Yes’ in the Exclude from Random Option. Categorically eligible students are:1.Those found on the Direct Cert. list2.Siblings qualified by “household membership” to students found on the Direct Cert. list3.Homeless students4.Migrant students5.Head Start or ECEAP students. 

Foster children are not considered categorically eligible. They are a household size of 1. The student’s personal income must be provided to determine meal code eligibility.

Make sure all hand entered direct certification applications say ‘Yes’ in the Exclude from Random Option

All direct certification applications imported from DSHS will automatically be excluded

Verification of Income Eligibility

The complete set of process sheets can be found on the Northeast Washington ESD101 Web Site

Go to www.esd101.net/nerdc

•Choose Student Records Resources•Choose Training Material Libraries•Choose Food Service•Choose Verification of Income Eligibility

Verification of Income Eligibility

The Skyward Verification of Income Eligibility Process meets the reporting requirements for the School Food Authority Verification Summary Report.

Run this process from Entity 000.

There are 4 separate options under Verification of Income Eligibility:

1. Create Verification Sampling 2. Verification Sampling Responses3. View/Edit Verification Sampling4. Verification Summary Report

Verification of Income EligibilityCreate Verification Sampling

This option is used to select the applications and create the Initial Verification letter(s) to send to Payors. Only approved applications with an effective date less than or equal to the date entered in the ‘Count Date’ and greater than or equal to the current Food Service Start Date (typically August 1st) will be selected for verification.

Note: If the district has been modifying lunch codes by editing the Customer record and not adding a new application, this will affect the Verification process as selections are made based on Payor applications. It’s recommended that the district run the Payor/Customer Lunch Codes Report (found in the Food Service Reporting menu) with the option ‘Print differences in lunch code only’ selected. Any differences between Payor/Customer lunch codes should be reviewed and corrected.

Verification of Income EligibilityCreate Verification Sampling

Error Prone Sampling logic:

For those applications that have a monthly income of within $100.00 of the upper limits for free or reduced eligibility:

From the error prone applications, the software will select thesmaller of 3% or 3000 of all approved applications. If the number oferror prone is less than 3% or 3000 of all applications, the remainingapplications will be selected randomly from the other applications(non-error prone).

Verification of Income EligibilityCreate Verification Sampling

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

Sampling

Verification of Income Eligibility

Verification of Income Verification Letter

Sample Report

Verification of Income EligibilityView/Edit Verification Sampling

This option is used to record the Customer/Payor responses to the verification letters. When this option is selected, a screen is displayed listing the payors who were sent verification letters from the Create Verification Sampling process. To reprint the verification letter for a payor, highlight the payor’s name and click Letter. This will display the same letter setup options that were setup in the Create Verification Sampling process and will allow the user to re-generate a single letter by payor.

To record a response, highlight the appropriate payor and select Edit. The Edit Verification Record screen is displayed and the user can enter the Response Date and assign a Response Action Code. The codes that are available are: (see next slide)

Verification of Income Eligibility

Verification of Income EligibilityVerification Sampling Responses

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

Verification of Income Eligibility

Verification Summary Report

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

Verification of Income Eligibility

Verification of Income Eligibility

New Food Service Monthly State Claim Report

Click on the PURPLE LINE under the Reporting button to get to the State Claim Report.

The National School Lunch and Breakfast Programs – State Claimis now available in Skyward Web Access. This report can be used to complete the School Lunch, Breakfast and SpecialMilk Program Claim for Reimbursement Form provided by OSPI.

New Food Service Monthly State Claim Report

Scroll down to find the National School Lunch and Breakfast Programs – State Claim

Click on this Report.

NOTE: If you do not have this option, contact your District Security Administrator for Skyward.

New Food Service Monthly State Claim Report

On the Templates Screen Select Add.

Enter a Template Description, be sure the Month and Year are correct and select SAVE.NOTE: If you are a Severe Need School, click the Severe Need Schools Button, check the applicable Schools and Save before printing.

New Food Service Monthly State Claim Report

With your report highlighted, select PRINT.

Each month, you will have to Edit the Report template and change the Month and Year, then save again.

New Food Service Monthly Claim Report

The report is two pages.

Page one is a summary by entity Page two is the numbers that you will use for the claim.

You will still have to verify the totals using the Monthly AccuClaim Report and the Monthly Participation Data Report. Please continue to keep the reports you currently are keeping for auditing purposes.

New Food Service Monthly State Claim Report

Security Needed for State Claim Report:System: Web Student Management

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stucoord@esd101.net

Thank You!

Please e-mail a list of VTC attendees at your site to:

stucoord@esd101.net