All NSLP sponsors will be submitting their claims for reimbursement on ACES starting with the October claim
on November 1, 2009. Instructions how to submit the claim via CMaster upload and direct input are list below.
Links to step by step videos are also attached.
How to Submit a NSLP Claim on ACES:
http://wvde.state.wv.us/nutrition/videos/aceshowtosubmit/)
Step 1: Create your monthly CMaster or Smaster file.
Step 2: Login into ACES at http://wveis.k12.wv.us/cnp/
Step 3: If you are public school or a multi-site RCCI please skip to "How to Submit a NSLP Claim on ACES
using the CMaster Upload"
Step 4: Click the word "Claim" on the left menu bar and click "Claim Entry"
Step 5: Chose the program year.
Step 6: Choose the current claim month.
Step 7: Click the "Add Claim" button, then click the "Add Claim" link next to the site that you are entering meal
count data.
Step 8: Click the drop down arrow and select your "Authorized Signer"
Step 9: Enter meal count data completely. You must sum the Free, Reduced and Paid counts for each meal.
Enter all other meal data and extra milk data.
Step 10: Enter all enrollment data.
Step 11: Click submit. If the screen says: "Claim Approved - There were no errors on this claim" you are
finished. Remember you must enter a claim for all open sites for the claim to be processed.
Step 12: If the screen says: "Claim Not Approved Due To Errors" then you must address the errors before the
claim is submitted. If the error is due to meal counts exceeding attendance factor, then navigate back to the
Site Claim Form and click the "Edit Check Documentation On File: " box and then the Submit button. If the
errors are still not addressed you will need to check you data for accuracy.
Claim Status Defined:
Errors - This claim has error to address and has not been submitted
Not Processed - This claim has not been batched for payment by WVDE.
Processed - This claim has been batched for payment by WVDE
Paid - This claim has been paid. Click the word "Paid" for warrant date and number
How to Submit a NSLP Claim on ACES using the CMaster Upload:
(http://wvde.state.wv.us/nutrition/videos/acessubmitclaim/)
Step 1: Create your monthly CMaster or Smaster file.
Step 2: Open the CXXXXX.dbf file in MS Excel. Check file for gaps of information. If gaps exists please
recreate CMaster file. Save the CXXXXX.dbf file as a Text (tab-deliminted) .txt file. All your school numbers in
the .dbf file must be three digits, such as 101 and 201. If you have a school that has a school number as 6
you'll need to change the cell format to text and make the school number 006.
Step 2: Login into ACES at http://wveis.k12.wv.us/cnp/
Step 3: Click the word "Claim" on the left menu bar and click "Claim Upload"
Step 4: Browse and select for the CXXXXX.txt file then click "Upload" then click "Finish"
Step 5. Click "Claim Entry" on the left menu bar.
Step 6: If the claim month say "Not Processed" then it is waiting for WVDE to process the claim. If it says
"Errors" then you must address the claim errors before it will be paid. You may click the Claim Month link and
the Recap link to navigate to the monthly invoice screen. This screen contains meal reimbursement totals.
Step 7: If the claim status is "Errors" then you must address the errors before the claim is submitted. If the
error is due to meal counts exceeding attendance factor, then navigate back to the Site Claim Form and click
the "Edit Check Documentation On File: " box and then the Submit button. If the errors are still not addressed
you will need to check you data for accuracy.