Child and Adult Care Food Program
Instruction Manual for Internet Claiming
Getting Started
Registering to Submit Claims Electronically
First:
Enter the following address here
http://wveis.k12.wv.us/cacfp/ and
press enter.
Second:
Left mouse click here to open
the new user registration screen
First:
Click on your Internet browser and type http://wveis.k12.wv.us/cacfp/ in the
address line and press enter.
Second:
Click on the “First time user? click here to register” at the box located on the
lower right side of your screen.
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Office of Child Nutrition
November 2003
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New User Registration Screen
Complete ALL fields and press the “Submit Registration” button. Please read
helpful tips before continuing.
Helpful Tips:
User ID can be anything you choose. If your choice has already been used, you
will get an error page after pressing the “Submit Registration” button. To correct
this error, press the “Back” button in the upper left hand corner of your screen.
Then just add a number to the end of your choice or choose another User ID and
press the “Submit Registration” button again. Your User ID must not contain any
blank spaces.
Passwords are case sensitive and can be anything you choose.
Experts suggest:
• Using a combination of letters, numbers and punctuation marks
• Length should be at least 5 characters long
• Do not use words found in a dictionary
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Office of Child Nutrition
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Registration Confirmation Screen
The following screen will be displayed when you have successfully completed the
registration process. At this point, you may close your Internet Browser.
Complete the enclosed EClaim Confirmation form and return it to the Office of
Child Nutrition. Upon receipt of your Authorization form, your account will be
activated and you will be notified by e-mail.
You may download a color copy of this instruction manual at this address
http://wvde.state.wv.us/ocn-download/Manuals/.
For additional assistance, call or email the Child Nutrition Web Site Administrator
at 558-3396 or cisaacs@access.k12.wv.us.
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Office of Child Nutrition
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Signing In
Complete the User ID
and Password fields
and press the “Sign
In” button
Once you have been activated, open your Internet browser and type
http://wveis.k12.wv.us/cacfp/ in the address line and press enter. In the “Already
Registered? Sign in here” box, complete the User ID and Password fields and
press the “Sign In” button.
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Office of Child Nutrition
November 2003
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Adding Claim Data
Click on the
“Claims” button.
Click on the “Claims” button to get the Claims Summary Screen.
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Office of Child Nutrition
November 2003
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Viewing Claims Summary Screen
Federal Fiscal Year*
Fourth column
labeled “Status”
Click on the “Add” in the fourth column labeled “Status” that corresponds to the
month row in which you want to add a new claim.
Note:
Edit checks are on this screen to prevent you from adding or modifying claims
that are out side of the 60 day claim window.
*Choose the Federal Fiscal year for claim summary “Claim Summary for Federal
Fiscal Year” as necessary for months and years not shown.
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Office of Child Nutrition
November 2003
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Entering Sponsor - Food Program Financial
Information
Complete all appropriate expenditure and revenue fields for the entire sponsor
and click the “Add” button.
Note:
Expenditure and Revenue data is not requested per site so you must report all
financial information on this screen.
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Office of Child Nutrition
November 2003
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Viewing Claim Summary
Click on the
“Add” button
Click on the “Add” button to record meals claimed data for each site listed for
which you are claiming meals.
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Office of Child Nutrition
November 2003
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Entering Individual Site Claim Information
Enter site claim data for all appropriate fields and press the “Calculate” button at
the bottom of the page.
Note:
Edit checks are on this page to prevent you from posting a claim if you do not
meet the 25% Title XX rule. It also ensures that you do not claim more meals
then are allowable based on the reported enrollment for each reimbursement
category and the number of days meals were served.
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Office of Child Nutrition
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Viewing Reimbursement Summary and Error
Report
Press the back button
to correct errors.
Scroll down to the
bottom of this page
to find the “Update”
button.
Review the data for accuracy.
If errors are noted on this page, press the back button to make the changes.
Otherwise, scroll down to the bottom of this page and press the “Update” button
to save the calculated data.
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Office of Child Nutrition
November 2003
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Confirming and Printing Claim Summary
Click this button
to print Claim
Summary
Scroll down to the bottom of this
page to find “Claim Summary”
and “Claim Site Display”.
You can print this page to keep for your records by clicking the “Print This” button
at the top of the page.
Return to the Claim Summary page by clicking “Claim Summary” at the bottom of
the page.
Return to the Claim Site Display by clicking “Claim Site Display” at the bottom of
the page.
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Office of Child Nutrition
November 2003
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Submitting Your Claim
Click here to submit
the calculated claim.
If your User ID has been given permission to submit the claim, you should see a
“Submit Final” under the finalize column. Click on “Submit Final”. This will
change the status from Calculated to Submitted. At this point, the claim has
been submitted to the West Virginia Department of Education, Office of Child
Nutrition. After this process has been completed, no further modifications can be
made unless you call or email the Child Nutrition Web Site Administrator at 5583396 or cisaacs@access.k12.wv.us.
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Office of Child Nutrition
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Signing In
Once you have been activated, Sign in to create your sites and schedule meals.
Sign in using the Sign In box on the right hand side of the main screen
http://wveis.k12.wv.us/cacfp/.
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Office of Child Nutrition
November 2003
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Creating New Sites or Modifying Existing Sites
Click on the
“Sites” button
Click on the “Sites” button to create or modify site information.
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Office of Child Nutrition
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Adding New Sites
Click on the “Add
Site” button
Click on the “Add Site” button to add a new site.
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Office of Child Nutrition
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Entering New Site Information
Complete all required fields and press the “Add Site” button.
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Office of Child Nutrition
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Confirming New Site
If you are a single site sponsor, click on “NO”. If you are a multi-site sponsor,
click on “YES” and repeat the Adding New Site Process until all sites have been
added.
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Office of Child Nutrition
November 2003
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Modifying Existing Sites
Click on the
underlined site name
Click on the site name to modify and check accuracy of site information.
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Office of Child Nutrition
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Modifying Site Information
Modify fields as necessary. When finished, click the “Make Changes” button.
Note:
Any changes to your Sponsor Site information will change the site status to
"Inactive" until the Administrator approves the change.
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Office of Child Nutrition
November 2003
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Confirming Modified Site
If you are a single site sponsor, click on NO. If you are a multi-site sponsor, click
on YES and modify other sites if needed.
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Office of Child Nutrition
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Scheduling or Modifying Meals
Your site must have an active status before you can schedule or modify meals.
Click on the site name
First:
If your site’s status is active, click on the site name to display the “Change
Sponsor Site” page.
Note:
If your site’s status is inactive, you will not be able to schedule or modify meals.
You will need to call or email the Child Nutrition Web Site Administrator at 5583396 or cisaacs@access.k12.wv.us
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Office of Child Nutrition
November 2003
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Scheduling or Modifying Meals (Cont.)
Click on the
word HERE
Second:
To Schedule or modify meals, click on the word “Here”.
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Office of Child Nutrition
November 2003
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Entering Meal Schedule Information
Enter appropriate meal Schedule information for this site. When finished, click
the “Submit” button at the bottom of the page.
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Office of Child Nutrition
November 2003
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Confirming Meal Schedule
Click “Return to Site Display” when finished viewing.
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Office of Child Nutrition
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Modifying Sponsor Information
Click on the “Edit
Sponsor“ button
Click on the “Edit Sponsor” button to modify sponsor information.
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Office of Child Nutrition
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Editing Sponsor Information
Modify fields as necessary. When finished, click the “Update” button.
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Office of Child Nutrition
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Modifying User Information
Click on the “Edit
User“ button
Click on the “Edit User” button to modify user information.
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Office of Child Nutrition
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Editing User Information
Modify fields as necessary. When finished, click the “Update” button.
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Office of Child Nutrition
November 2003
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Changing Password
Click on the “Change
Password” button
Click on the “Change Password” button to modify current user password.
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Office of Child Nutrition
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Modifying Password
Modify fields as necessary. When finished, click the “Change Password” button.
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Office of Child Nutrition
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Confirming Changed Password
Click “OK” to return to the Main Menu.
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Office of Child Nutrition
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Viewing Rates
Select fiscal year
Click the “Here” button
Select fiscal year of rates to view. Then click the “Here” button.
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Office of Child Nutrition
November 2003
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Displaying Rates
This screen will display rates for the fiscal year chosen. Click the “First Page”,
“Previous Page”, “Next Page”, or “Last Page” to navigate through rate pages.
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Office of Child Nutrition
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