SFSP
User Manual
Web-Based Child Nutrition Programs
West Virginia
Summer Food Service Program
USER MANUAL
For Sponsor Users
April 2008
Copyright © 2008 Colyar Consulting Group, Inc. All rights reserved.
SFSP
User Manual
Web-Based Child Nutrition Programs
West Virginia
Table of Contents
USER MANUAL ................................................................................................................................ 0
INTRODUCTION
4
WEB SITE BENEFITS AND FEATURES .......................................................................................... 4
USER MANUAL ................................................................................................................................ 5
GETTING STARTED
6
ACCESSING THE WEB SITE ............................................................................................................ 6
LOGGING ON.................................................................................................................................. 7
SYSTEM NAVIGATION .................................................................................................................... 8
QUICK NAVIGATION BUTTONS.................................................................................................... 9
MAIN MENU .................................................................................................................................... 9
ERROR PROCESSING..................................................................................................................... 10
Input Edits................................................................................................................................. 11
Business Rule Edits .................................................................................................................. 11
HOW TO: RESOLVE ERROR MESSAGES ..................................................................................... 12
SPONSOR APPLICATION PACKET
13
SPONSOR APPLICATION MENU................................................................................................... 14
Accessing a Sponsor Application Packet .............................................................................. 17
AUTHORIZED SIGNATURES ......................................................................................................... 17
How To: Add an Authorized Signer...................................................................................... 19
How To: Modify an Authorized Signer ................................................................................ 20
How To: Remove an Authorized Signer............................................................................... 20
How To: Re-activate an Authorized Signer.......................................................................... 20
SPONSOR APPLICATION ............................................................................................................... 21
Sponsor Application Form...................................................................................................... 21
Input Errors .............................................................................................................................. 27
Business Rule Errors................................................................................................................ 28
How To: Submit a New Sponsor Application ..................................................................... 29
How To: Modify a Sponsor Application .............................................................................. 30
How To: Delete a Sponsor Application................................................................................ 30
SITE APPLICATION(S) ................................................................................................................... 31
How To: Add a Site Profile..................................................................................................... 39
How To: Add a Site Application............................................................................................ 39
How To: Modify a Site Application....................................................................................... 40
How To: Delete a Site Application........................................................................................ 40
PROGRAM BUDGET ...................................................................................................................... 42
How To: Submit a Summer Food Service Program Budget.............................................. 45
How To: Modify a Summer Food Service Program Budget.............................................. 46
How To: Add a Revised Summer Food Service Program Budget.................................... 46
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SFSP
User Manual
Web-Based Child Nutrition Programs
West Virginia
SECOND ADVANCE PAYMENT CERTIFICATION ....................................................................... 47
MAX LEVEL CHANGE REQUEST................................................................................................. 48
SUPPORTING DOCUMENTS (REQUIRED)................................................................................... 52
How To: Track Supporting Documents ............................................................................... 53
DOWNLOADABLE DOCUMENTS ................................................................................................. 54
RATES
55
VIEW REIMBURSEMENT RATES .................................................................................................. 56
CLAIMS
57
CLAIM ENTRY ............................................................................................................................... 59
How To: Enter a New Claim.................................................................................................. 67
CLAIM UPLOAD ............................................................................................................................. 67
How To: Upload claim information ...................................................................................... 68
VIEW CLAIMS ................................................................................................................................ 69
ADVANCE
71
ADVANCES ..................................................................................................................................... 72
How To: Complete the Advance Request........................................................................... 74
FINANCIAL MANAGEMENT
76
ADVANCE SUMMARY .................................................................................................................... 77
PAYMENT SUMMARY .................................................................................................................... 77
MAINTENANCE
79
USER PREFERENCES ..................................................................................................................... 80
NOTES ............................................................................................................................................ 81
Copyright (C) 2008 by Colyar Consulting Group, Inc.
SFSP
User Manual
Web-Based Child Nutrition Programs
West Virginia
1
Introduction
Welcome to the Summer Food Service Program (SFSP) on the West Virginia
Department of Education Child Nutrition Program (CNP) web site. CNP
specializes in software solutions for Nutrition Program management.
Web Site Benefits and Features
The CNP system is a menu-driven, graphical user-interface with comprehensive maintenance
utilities allowing online submission and approval of documents and claims via the Internet by
State Agency personnel and Sponsor users. Other key system features are:
ƒ Through a single interface, information regarding sponsors, applications, claims,
reports, and advances is managed.
ƒ A single database works behind the scene to combine core information that can be
utilized across the child nutrition programs.
ƒ Partially completed documentation can be saved on-line, allowing the user to
complete the process at a later time.
ƒ User access to the programs is via login ID and password. User access to
functionality within the system is assigned by Security Groupings, with all user
access administered by State Agency personnel.
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User Manual
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West Virginia
User Manual
This user manual is intended for use by the West Virginia Sponsors. It is designed to provide
a general understanding of how to use the CNP web site to administer the West Virginia
SFSP program efficiently. To achieve this objective the manual will provide the user with:
ƒ A general explanation of each feature available
ƒ Screen examples of web site pages and forms
ƒ Step-by-step instructions for utilizing the web site features
ƒ Tips and Notes highlighted in gray to enhance the user’s understanding of the
system
NOTE:
This manual is intended for use by users with a Security Group designation
of SPONSOR.
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User Manual
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West Virginia
2
Getting Started
Before you can begin using the CNP web site, you must have an assigned
Username and Password as well as access to the Internet to logon to the web site.
Accessing the Web Site
The CNP Main page can be accessed by opening the Internet browser and entering the
following URL in the Address line: http://129.71.215.202/cnp/Splash.asp
Tip:
You can add this URL to your browser’s FAVORITES list or create a shortcut to
the URL on your desktop for quicker access to the site. Refer to your browser or
operating system manual or help files for further information
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West Virginia
Main Page and Log On screen
Logging On
Step 1:
Tip:
To logon to CNP, enter your Username and Password, and click Log on.
If you do not have a Username and Password, contact the Security Administrator.
Login page
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User Manual
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West Virginia
System Navigation
Once you login to CNP, the CNP Home page may display. The CNP Home page displays a
menu of the programs supported by the system. If you are not participating in the Child and
Adult Care Food Program you will go directly to the Summer Food Service Program page.
CNP Home Page
Click on the Summer Food Service Program. The SFSP Home page will display.
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West Virginia
SFSP Home page
From this point forward, all of the pages and forms in the system will be displayed within a
blue navigational frame. The two main components of the navigational frame are the Quick
Navigation Buttons at the top right corner and the Main Menu on the left-hand side of the
screen.
NOTE:
Remember to use the SUBMIT button to save your work before using the
Quick Navigation Buttons or Task links to navigate to another page. If the work is
not saved or submitted, all input will be lost.
Quick Navigation Buttons
The Quick Navigation buttons are located at the top right corner of the Navigation Frame.
Click this
Program Home
Sponsor Profile
SFSP Home
Exit
To
Return to the CNP Home Page
Display the Core Information Menu
Display the Summer Food Service Program Home Page
Log off the system and return to the CNP Login page.
Main Menu
The Main Menu is a list of expanding submenus located on the left-hand side of the Navigation
Frame. Click on a menu (e.g., Applications) to display the list of tasks available under that
menu. Click on a task (e.g., Sponsor Application) to work within that task. The submenus
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listed on the Main Menu and tasks available under each will vary depending upon your
assigned security access/level.
Following is a list of the menus available on the Main Menu together with the tasks available
under each. If you are not authorized to access a menu or perform a specific task, it will not be
displayed on your Main Menu.
Application
• Sponsor Application – Allows you to create, modify or delete information in a sponsor
application packet
• View Application – Allows you to view information in a sponsor application packet in
‘View Only’ mode
Rates
• View Reimb. Rates – Allows you to view reimbursement rates applicable to the various
SFSP programs.
Claims
• Claim Entry – Allows you to enter claims for reimbursement under the SFSP.
• Claim Inquiry – Allows you to inquire about claims for reimbursement under the SFSP.
• Claim Upload – Allows you to upload claim information from a file.
• View Claims – Allows you into the claims screens in a View Only mode.
Financial Mgmt
• Advance Summary – Allows you to track financial aspects of the Advance Summary.
• Payment Summary – Allows you to track financial aspects of the Payment Summary.
• Claim Inquiry – Allows you to track financial aspects of the Claim Inquiry.
Maintenance
• User Preferences – Allows you to update your User Password as well as your e-mail
address and Phone Number information.
Error Processing
All information that is entered on the system is checked to ensure it conforms to data entry
guidelines and system rules. The system performs two types of checks on information entered Input Edits and Business Rule Edits.
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West Virginia
Input Edits
The system checks for Input Errors when Submit is clicked. Input Errors are data entry such
as entering a 4-digit Zip Code or entering characters in a numeric field. If a form contains
input errors, the form redisplays with an Input Error section at the top listing each error in
red, with an error code in parentheses. The red error code also displays in front of the field
containing the error. Input Errors must be corrected before any data is saved.
Business Rule Edits
Business Rule edits are used to check a form to ensure that all required data is entered and to
make sure that information entered conforms to program rules and regulations, as defined by
USDA and WVDOE. For example, if you enter meal times that do not meet the guidelines,
you will receive a Business Rule error.
The system runs Business Rule edits when a screen is saved on the system. Forms are saved
when the Submit button is clicked. Business Rule errors are displayed in red on the Results
screen. The errors will also display the next time the form is submitted. Each error will have a
Code, a Description and a Type. The code is the number of the Business Rule. The
description will explain the rule that was violated in order to create the error. Errors are listed
by type. Errors are listed as either a Critical Error or a Warning Error.
•
Critical Error – Critical errors must be corrected before an application can be approved.
•
Warning – Warning errors are not crucial to the approval of an application and do not have
to be corrected before the application can be approved.
Error Messages
Errors can be corrected immediately or you can return to the application later to correct the
error.
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How To: Resolve Error Messages
The How To sections provide step by step instructions for some of the common processes
performed by users.
Follow the steps below to resolve error messages:
Step 1: After a screen is saved error messages may appear.
Step 2: Read the Error Message to determine what correction needs to be made.
Step 3: Click on the <Back button to return to screen where the errors exist.
Step 4: Make corrections based on the error message description.
Step 5: Click on Submit to save the changes.
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3
Sponsor Application Packet
In order to participate in the Summer Food Service Program (SFSP), Sponsors must
submit a Sponsor Application packet for review and approval. A new Sponsor
Application packet must be submitted and approved at the beginning of every
Program Year. Once approved, monthly claims for reimbursement may be made,
approved and paid. The table below gives a brief overview of the tasks performed,
and by whom, to complete the SFSP Sponsor Application and Approval process.
Performed By Task
Sponsor
Sponsor
Sponsor
Sponsor
Sponsor
Sponsor
Sponsor
State
Submit online Sponsor Application form
Submit online Authorized Signer form for each of Sponsor’s
authorized signers
Submit online Site Applications for each of Sponsor’s Sites
Submit online Summer Food Service Program Budget
Submit Second Advance Payment Certification, if applicable
Submit Cap Level Change Request, if applicable
Submit and track Supporting Documents
Review and approve Sponsor Application, Site Applications,
Budget and other applicable submissions
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Sponsor Application Menu
The Sponsor Application Menu is the starting point for all tasks related to the Sponsor
Application packet. You can access the Sponsor Application Menu by clicking on SFSP,
selecting a Program year and a sponsor.
Sponsor Application List Page
Sponsor Application Menu
The Sponsor Application menu contains various application-related tasks together with status
information displayed beside several of the tasks. The Sponsor Application menu below
displays all of the tasks that might appear on the menu. The Sponsor Application menu for a
sponsor who has not yet submitted a Sponsor Application for the Program Year will display
only two tasks (Authorized Signatures and Sponsor Application) Other menu items are
displayed but are not active and cannot be selected. Once the Sponsor Application has been
submitted, all menu items on the Sponsor Application menu will be active.
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Sponsor Application Menu
The table below lists all of the tasks and links that might display on the Sponsor Application
menu together with a description of each. Click on the GO! Button in front of the specific
task you wish to access.
Task
Description
Additional Info/Link
Authorized Signatures
Additional Information:
# Authorized Signature(s)
Sponsor Application
Additional Information:
Application Status
Copyright (C) 2008 by Colyar Consulting Group, Inc.
Allows you to add, modify or remove an
Authorized Signature
Displays the number of Authorized Signature(s)
on file for the Sponsor.
Accesses the Sponsor Application currently on
file for the selected program year. Displays the
status of the application
INCOMPLETE – Indicates the application is
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Task
Description
Additional Info/Link
incomplete or contains errors.
OK – Indicates the application contains no
errors and is ready for approval.
APPROVAL DATE: - If the application has
been approved, the approval date will display.
Error Status
Site Application(s)
Additional Information:
Site Status
# ERROR(S) – Indicates the number of errors
contained in the application.
Accesses the Site Information page.
Number Approved – the number of site
applications that are approved
Number Unapproved – the number of site
applications that are not approved
# w/ Errors – the number of site applications
containing errors
Program Budget
Additional Information:
Number of Revisions
Accesses the SFSP Budget.
Not on File – Indicates that no Program Budget
has been submitted.
Original Only – Indicates only the Original
Budget is on file.
Number of Revisions # – If revisions to the
budget have been submitted, the number of
revisions will display.
Second Advance Payment
Certification
Additional Information:
Approval Date
Accesses the Second Advance Payment
Certification screen.
Not on File – Indicates that no Second
Advance Payment Certification has been
submitted.
Approved Date: - If the certification has been
approved, the approval date will display.
Max Level Change Request Access the Max Cap Level Change Request
screen.
(vended only)
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Task
Additional Info/Link
Additional Information:
Site Status
Description
Not on File – Indicates that no Cap Level
Change Request has been submitted.
Number of Sites – the number of sites that
have requested a Cap Level change
Number of Approved Sites – the number of
sites whose request has been approved
Number of Pending Sites – the number of
sites whose request has not been approved
Supporting Documents
Additional Information:
Accesses the Supporting Documents Program
Menu.
Number of Approved Documents – the
number of supporting documents that have
been approved by ODE.
Number of Incomplete Documents – the
number of supporting documents that have not
yet been approved by ODE.
Downloadable Documents
Accesses the list of forms available for
Download.
Accessing a Sponsor Application Packet
Follow the steps below to access the Sponsor Application menu from the SFSP Main Menu.
Step 1: Click APPLICATIONS on the SFSP Main Menu to display the Applications tasks.
Step 2: Click on SPONSOR APPLICATION. The Program Year list will display.
Step 3: Select a PROGRAM YEAR from the Program Year list by clicking on the
appropriate year. The Sponsor Application List Page will display with the selected
year indicated.
Step 4: Click on NEW or MODIFY for to select the application you wish to access.
Authorized Signatures
As part of the Sponsor Application packet, at least one authorized signature must be entered. If
there are no authorized signatures on file for the Sponsor, the Sponsor Application cannot be
submitted for approval.
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NOTE:
Once an authorized signer is on file for a Sponsor, the signer will remain in
the system as an active authorized signer for the Sponsor until the signer is
removed, regardless of the Program Year.
Authorized Signers Menu
The Authorized Signers menu displays a list of authorized signers for the Sponsor. The list
displays the status of each signer together with links allowing the signer to be modified,
removed or re-activated. To access the Authorized Signers Menu, click GO! To the left of
Authorized Signers on the Sponsor Application menu.
Authorized Signers Menu
Signers
•
•
•
If the Sponsor has not yet authorized any signers, the message ‘No signer information
available.’ will display in the Signers section.
Each signer is assigned a Status:
o Active - The signer is currently authorized to submit applications or claims on
behalf of the Sponsor.
o Inactive - The signer has been removed as an authorized signer for the
Sponsor.
Links in the Action column allow the signer to be modified, removed or re-activated.
The following buttons are located at the bottom of the Authorized Signer Menu:
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Click this
To
< Back to Sponsor
Return to the Sponsor Application menu.
Cancel
Return to the Application Information menu.
Add Signer
Display a blank Add/Update Signer form.
Add/Update Signer Form
The Add/Update Signer form is used to add a new Authorized Signer or to update an
Authorized Signer’s information. Below is an example of the Add/Update Signer form:
Authorized Signers – Add/Update Signer
Add/Update Signer
•
•
•
•
The Add/Update Signer form is used to add or update an authorized signer.
If adding a signer, the form will be blank as shown above.
If updating a signer’s information, the form will display the information as well as the name
of the person who created/authorized the signer, and the date the signer was initially
created/authorized.
If the Signer’s information has been modified, the name of the person who last modified the
information will be displayed as well as the date it was last modified.
How To: Add an Authorized Signer
Below are the steps for adding an authorized signer.
Step 1:
From the Sponsor Application menu, click GO! for Authorized Signatures. The
Sponsor’s Authorized Signers Menu displays.
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Step 2:
Step 3:
Step 4:
Step 5:
Click the ADD SIGNER button at the bottom of the page to add an authorized
signer. The Add/Update Signer form displays.
Complete the Add/Update Signer form and click SUBMIT. The message ‘Signer
Added/Updated’ displays.
Click FINISH to return to the Authorized Signers menu. The new signer will be
added to the list of signers with a status of ‘Active’.
Click ADD SIGNER to add another signer or click <BACK TO SPONSOR to
return to the Sponsor Application menu.
How To: Modify an Authorized Signer
Below are the steps for modifying an authorized signer.
Step 1: From the Sponsor Application menu, click GO! for AUTHORIZED
SIGNATURES. The Sponsor’s Authorized Signers menu displays.
Step 2: Click MODIFY to the right of the signer to modify. The Add/Update Signer form
displays.
Step 3: Make the needed modifications then click SUBMIT. The message ‘Signer
Added/Updated’ displays.
Step 4: Click FINISH to return to the Authorized Signers menu.
How To: Remove an Authorized Signer
Below are the steps for removing an authorized signer.
Step 1: From the Sponsor Application menu, click GO! for AUTHORIZED
SIGNATURES. The Sponsor’s Authorized Signers menu displays.
Step 2: Click REMOVE to the right of signer to remove. The signers name and title displays
together with a prompt to ‘Please press REMOVE to confirm.’
Step 3: Click REMOVE. The message ‘Signer was successfully removed’ displays.
Step 4: Click BACK to return to the Authorized Signers menu. The signer’s status changes to
‘Inactive’ and the REMOVE link changes to MAKE ACTIVE.
NOTE:
If the signer has never submitted a claim on the system the signer will be
removed from the list of authorized signers. If the signer has submitted a claim at
any time on the system the name will remain and the status will be inactive.
How To: Re-activate an Authorized Signer
Below are the steps for re-activating an authorized signer.
Step 1: From the Sponsor Application menu, click GO! for AUTHORIZED
SIGNATURES. The Sponsor’s Authorized Signers menu displays.
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Step 2: Click MAKE ACTIVE to the right of the signer to re-activate. The message ‘Signer
Added/Updated’ displays.
Step 3: Click FINISH to return to the Authorized Signers menu. The signer’s status returns
to ‘Active’.
Sponsor Application
Once an authorized signer is on file for the Sponsor, the Sponsor can complete and submit the
online Sponsor Application. From the Sponsor Application menu, click on the GO! button for
SPONSOR APPLICATION to access the Sponsor Application.
Sponsor Application Form
The Sponsor Application gathers basic program information about the Sponsor. When creating
a new Sponsor Application for a Program Year, some information will pre-fill from the
Sponsor’s last application if the Sponsor participated in the program in a previous Program
Year.
Sponsor Application
Below is an example of the Sponsor Application.
Sponsor Application – Address Information
Mailing Address and Street Address
ƒ
ƒ
The top of the Sponsor Application form displays the Program Year and pre-fills the Sponsor
Name, IRN, and County from the Sponsor Profile.
Enter the Mailing Address, including the Address, City, and Zip Code. Enter the two digit
State code if different than OH. Use the drop down arrow to select the county. If the street
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ƒ
address is the same as the mailing address, check the ‘Street address same as mailing address’
box and the system will complete the Street Address fields from the Mailing Address.
This section displays the number of Urban, Rural and Total Sites. These values will be updated
after the site applications have been entered.
Sponsor Application – Contact Information
Contacts – Sponsor Contact and Treasurer/Business Contact
ƒ
ƒ
Enter the Name, Title, E-Mail Id, Phone and Fax number for the Sponsor Contact.
If Sponsor Contact information is the same as the Treasurer/Business Contact information check
the ‘Treasurer/Business contact same as Sponsor’ box and the system will complete the
fields with the Sponsor Contact information.
Sponsor Application – Operating Dates
Operating Dates
ƒ
ƒ
ƒ
ƒ
Enter the dates that the sponsor will begin and end operations for all sites for the program year
Enter the number of Operating Dates for each month of operation.
Enter the Total Days of operation. This will be the total of all values entered for each month.
For ease in calculating the number of operating days in each month a calendar has been added
next to the Total Days field. Click on the calendar icon ( ) and then use the right and left
arrows to select the month you wish to view.
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Sponsor Application – Sponsor Type
Sponsor Type and Food Service Type
ƒ
ƒ
ƒ
Click on the radio button next to the Sponsor Type that applies to this Sponsor.
Respond to all the questions in this section.
The Food Service Type section displays counts of the number of sites using each of the
methods listed. This information will be updated after the site applications have been entered.
Agency Participation
ƒ
Respond to all the questions in this section.
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Sponsor Application – Advance Payment
Advance Payment –
ƒ
ƒ
ƒ
Answer the request advance payment question. If yes, select the month or months for which an
advance is requested by clicking on the appropriate box.
Sponsors do not receive advance payments for a month unless the sponsor operates more that 10
days.
Sponsors other than School Food Authority sponsored programs will not receive advances until
the Second Advance Payment Certification is completed. This form can be accessed from the
Sponsor Application Menu and will be discussed later in this document.
Sponsor Application – Training Sessions
Training Sessions
ƒ
Training is required for all sponsor personnel. Enter the Names and Dates for the Sponsor and
Site training.
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Sponsor Application – Management Plan
Management Plan
ƒ
Enter the Names and Titles for each of the Areas of Authority/Responsibility.
Sponsor Application – Civil Rights Compliance
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Civil Rights Compliance
ƒ
ƒ
ƒ
Enter the percentage for each category based on the geographic area served by the sponsoring
organization.
Check the appropriate box to describe efforts to assure that minority populations have equal
opportunity to participate.
Check the appropriate box to describe efforts to contact minority and grassroots organizations
about the opportunity to participate in the program.
Sponsor Application – Commodity Questions
Commodity Questions
ƒ
Indicate if Sponsor is requesting Commodity Foods.
Sponsor Application – Media Release Questions
Media Release Questions
ƒ
ƒ
Indicate the Type of Media Release form or forms that will be used.
The form names are hyperlinks. Click on the form name to view and download the form.
Sponsor Application – Sponsor Certification
Sponsor Certification
ƒ
ƒ
All statements in this section must be read and the checkboxes must be checked to certify that
the sponsor is in compliance with all program requirements.
Select an Authorized Signature from the drop-down list.
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Sponsor Application – CNS Internal Use Only
Internal Use Only
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
This section is 'view only' for Sponsor users.
When the application is submitted, the System automatically checks the NEW SPONSOR
checkbox if the Sponsor does not have an application on file for a previous Program Year.
The Effective Dates BEGINNING and ENDING fields will display the Program Begin and
End dates entered on the application.
If the Sponsor has an application on file for a previous Program Year, the NEXT REVIEW
DATE will pre-fill from the previous year’s application.
The CREATED BY section will display the Username of the person who submitted the initial
application and the date it was submitted.
If the application has been modified, the MODIFIED BY section will display the Username of
the person who last modified the application and the date it was last modified.
Except as indicated below, the following buttons are located at the bottom of each page of the
Sponsor Application:
Button
Action
Redisplay
Checks for input errors, calculates formulas on the screen
and redisplays the page, with the data entered. Does not
save input.
< Back
Returns to previous page. Does not save input.
Cancel
Returns to the Sponsor Application menu. Does not save
input.
Submit
Checks form for input and business rule errors. Saves all
input and returns to the Sponsor Application menu.
Input Errors
The system checks for Input Errors when the REDISPLAY or SUBMIT button at the bottom
of a form is clicked. Input Errors are data entry such as entering a 4-digit Zip Code or entering
characters in a numeric field. If a form contains input errors, the form will redisplay with an
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Input Error section at the top listing each error in red, with an error code in parentheses. The
red error code will also display in front of the field containing the error. Input Errors must be
corrected before and data will be saved. Below is an example of a Sponsor Application with
Input Errors.
Input Errors (in a Sponsor Application)
Business Rule Errors
After the system checks for Input Errors, Business Rule edits are run when a form is submitted.
Business Rule errors result from entering inadequate or incorrect information.
Business Rule errors are displayed in red on the form’s Results page. Each error has a
corresponding Code and Type. The error Type indicates whether it is a Critical Error or a
Warning Error.
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Critical Error – Critical errors must be corrected before an application can be approved.
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Warning – Warning errors are not crucial to the approval of an application and do not have
to be corrected before the application can be approved.
Below is an example of the SFSP Application Results page with both Critical and Warning
errors.
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Application Results with Business Rule Errors
How To: Submit a New Sponsor Application
Below are steps for submitting a new Sponsor Application:
Step 1: Click APPLICATIONS on the SFSP Main Menu to display the Applications tasks.
Step 2: Click on SPONSOR APPLICATION to display the Program Year page.
Step 3: Select a PROGRAM YEAR by clicking on the appropriate year. The Sponsor
Application List Page will display with the selected year indicated.
Step 4: Click on the ADD NEW link to the right of the Sponsor name to display the Sponsor
Application form.
Step 5: Complete the form then click on the SUBMIT button to save the application. The
system will check the application for input errors and run business rule edits.
If the application contains no errors, the SFSP Application Results page will display
with the message ‘Application Saved’. Go to Step 8.
If the application contains input errors, the application form will redisplay with an
Input Error section at the top of the application listing the errors. Input errors must be
corrected before the application can be submitted and saved. See page 27 for
additional information regarding input errors.
If the application contains business rule errors, the application will be saved and the
errors will be listed in red on the Application Results page. To correct business rule
errors, go to Step 7. See page 28 for additional information regarding business rule
errors.
Step 6: Click on the <BACK button at the bottom of the Application Results page to return to
the Application form.
Step 7: Make the necessary changes to the application to correct the errors then click on the
SUBMIT button to submit the changes. The system will re-check the application for
errors and display the Application Results page.
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Step 8: Click on the FINISH button to continue. The Sponsor Information Page will display.
How To: Modify a Sponsor Application
A Sponsor Application can be revised or updated at any time after it has been saved on the
system.
NOTE: If the application being modified has already been approved, changes to the
application resulting in business rule errors will nullify the approval and change the
application status to ‘Incomplete’.
Below are the steps for modifying a Sponsor Application:
Step 1: From the Sponsor Application menu, click on the GO! button in front of SPONSOR
APPLICATION. The Sponsor Application currently on file for the Program Year
will display.
Step 2: Make the necessary modifications to the application then click on the SUBMIT
button on the bottom of the last page. As with the original submission of the
application, the system will check the application for input errors and run business
rule edits.
Step 3: Make any necessary changes to the application to correct the errors then click on the
SUBMIT button to save the changes. The system will re-check the application for
errors, save the modifications and display the Application Results page.
Step 4: Click on the FINISH button to continue. The Sponsor Information page will display.
How To: Delete a Sponsor Application
A Sponsor Application can only be deleted for a program year if the Sponsor has not yet
submitted any claims for that year. Below are the steps for deleting a Sponsor Application.
WARNING: Deleting a Sponsor Application will result in the deletion of all information
related to the Sponsor application packet including all site applications for the program
year.
Step 1: Click APPLICATIONS on the SFSP Main Menu to display the Applications tasks.
Step 2: Click on SPONSOR APPLICATION.
Step 3: Select a PROGRAM YEAR from the Program Year list by clicking on the
appropriate year. The Sponsor Application Selection page will display with the
selected year indicated.
Note: After you have initially selected a Program Year, clicking on SPONSOR
APPLICATION on the Main Menu will take you directly to the Sponsor
Application Index Page, skipping the Program Year list. If you wish to work
in a different Program Year than is the one displayed at the top of the page,
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use the right or left arrow button e f to select the appropriate PROGRAM
YEAR.
Step 4: Click on a specific letter or number or ALL to display a list of Sponsor names that
begin with the selected letter or number or a list of all Sponsors for which Sponsor
applications are on file.
Step 5: Click on the DELETE link to the right of the Sponsor Name. The Sponsor’s Name,
IRN and Program Year will display together with a warning message and a prompt to
‘Please press DELETE to confirm.’
Step 6: Click on the DELETE button to delete the Sponsor Application packet. The message
‘Sponsor was successfully deleted’ will display.
Site Application(s)
After the Sponsor Application has been submitted, the Site Applications menu item will
display on the Sponsor Application menu. The Sponsor must enroll each participating Site in
the program by submitting a Site Application for approval. Like the Sponsor Application, a
new Site Application must be submitted for each site as part of the Sponsor Application packet
each program year. To access the Sponsor’s Site Applications, click on the GO! button in
front of the Site Applications menu item on the Sponsor Application menu. The Site
Information page will display.
Site Information Page
Below is an example of the Site Information page. This page displays a list of the Sponsor’s
sites that have Site Applications on file for the program year. In the following example no site
applications have been entered.
Site Information Page
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Sponsor Site(s)
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If the Sponsor has not yet submitted any Site Applications, the Site Information page will
display the message ‘No Sites for this Sponsor’. If one or more Site Applications are on file for
the Sponsor, the Site Information page will display a list of these sites.
The following buttons are located at the bottom of the Site Information page:
Button
Action
< Back to Sponsor
Returns to the Sponsor Application menu.
Renew/Add Site
Displays the Add Site Application page.
Add Site Application Page
Below is an example of the Add Site Application page. Only sites for which the Sponsor can
submit a Site Application are listed.
Add Site Application Page
Add Site Application
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This screen consists of two lists. The first list displays the Sites that are available to renew. Site
applications for these sites have not been entered for the current program year. The second list
displays the sites for which an application has already been started.
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Click on the Add link to the right of the site name in the first list to add a Site Application for the
selected site.
To modify and existing site application, click on a site with an application already on file to go
to the site application.
The following buttons are located at the bottom of the Add Site Application page:
Button
Action
< Back
Returns to the Site Information page.
Cancel
Returns to the Site Information page.
Add New Site
Information
Displays the Site Application form.
SFSP Site Application Form
SFSP Site Application Form
Street Address and Sponsor Contact/Site Supervisor
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The Street Address will pre-fill with the address from the prior year site application.
Enter the Sponsor Contact / Site Supervisor information
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Site Application – Eligibility Information
Eligibility Information
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Select a Site Type. (If Residential Camp or Non-Residential Camp is selected, a Camp Session
Information section will be displayed.)
Enter the Percent Eligible and indicate what the percent is based on. Enter information into the
fields associated with your selection.
Site Application – Camp Session Information
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Camp Session Information
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For each session that will be offered at a camp site, provide the Begin and End Date for the
session and the total number of enrolled and eligible children based on the data from the Income
Eligibility Applications used to qualify the site. The system will calculate the eligibility
percentage based on the data entered for each session.
If more than seven sessions will be offered at the site, the system will automatically create
additional session entry fields once the application is submitted. You will need to return to the
application to enter the additional session information.
Site Application – Operating Days
Operating Days
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The Beginning and Ending Dates will display the Begin and End Dates entered on the Sponsor
Application, but they may be changed, if necessary.
Indicate the days of the week the site operates.
Enter the number of Operating Days for each month of operation.
Enter the Total Days of operation. This will be the total of all values entered for each month.
For ease in calculating the number of operation days in each month a calendar has been added
next to the Total Days field. Click on the calendar icon ( ) and then use the right and left
arrows to select the month you wish to view.
Site Application – Meals Served Information
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Meal Served Information
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Use drop-down lists to enter the meal service BEGIN/END times for each meal that will be
served at this site.
Enter the AVERAGE DAILY MEALS and CAP. The Cap field is View Only for sponsor
users.
Site Application – Menu Planning Options
Menu Planning Options
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Select the Meal Planning Option used by this site.
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Site Application – Meal Service Questions
Meal Service Questions
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Use the drop-down list to select the Meal Preparation Type. The options are: Self-Preparation,
Vended-Year Round Food Service Management, School Food Service Facility Agreement,
Vended Food Service Management Company and Other.
NOTE:If Self-Preparation is selected the Vendor and Vendor Address information section will
no longer appear on the Site Application.
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If meals are vended, use the drop-down list to select the Vendor name. Enter the address.
Answer each question in the meal service questions section.
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Site Application – Monitoring
Monitoring
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Enter the anticipated dates for the required Pre-Operational Visit, First Week of Operation
Visit, if required, and First Four Weeks of Operation Review.
NOTE:The First Week of Operation Visit section contains a box that can be checked if the
visit is not required.
Site Application – Internal Use Only
Internal Use Only
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The fields in this section will be 'view only' for Sponsor users.
If the Site Application has been approved, the APPROVED checkbox will be checked and the
APPROVED DATE will display.
The Original Approval Date is the date the application was initially approved for the program
year. The Original Approval Consultant will display the username of the individual that initially
approved the application.
The CREATED BY section will display the Username of the person who submitted the initial
application and the date it was submitted.
The MODIFIED BY section will display the Username of the person who last modified the
application and the date it was last modified.
The following buttons are located at the bottom of the form:
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Button
Action
Redisplay
Checks form for input errors, calculates
formulas on the screen and redisplays the
page, with the data entered. Does not save
input
<Back
Returns to the Site Information page. Does
not save input.
Cancel
Returns to the Site Information page. Does
not save input.
Submit
Checks form for input and business rule
errors. Saves input and displays the SFSP
Site Application Results page.
How To: Add a Site Profile
Site Profiles must be set up on the system as part of the Sponsor Profile. Once the Site Profile
is set up, the Sponsor may submit a Site Application for the site as part of the Sponsor
Application packet for the Program Year.
NOTE: Sites may be added to the Sponsor Profile when the Sponsor Profile is initally setup
on the system or added later. Once a site is added to the Sponsor Profile, the site will be
an available site to add regardless of the Program Year.
Below are steps for adding a Site Profile to the Sponsor Profile:
Step 1: From the Sponsor Application menu, click on the GO! button in front of the SITE
APPLICATION(S) menu item. The Site Information page will display.
Step 2: Click on the RENEW/ADD SITE button at the bottom of the page. The Add Site
Application page will display with a list of available sites to add.
Step 3: Click on the ADD NEW SITE INFORMATION button at the bottom of the page.
The Site Profile Information form will display.
Step 4: Complete the form and click on the SUBMIT button. The Add Site Application page
will display with the new site listed in the Available Sites to Renew/Add section.
How To: Add a Site Application
Below are steps for adding a Site Application to the Sponsor Application packet.
Step 1: From the Sponsor Application menu, click on the GO! button in front of the SITE
APPLICATION(S) menu item. The Site Information page will display.
Step 2: Click on the RENEW /ADD SITE button at the bottom of the page. The Add Site
Application page will display with a list of available sites to add.
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NOTE:If a Site does not have a Site Application on file and does not appear on this list, a Site
Profile for the Site must be added to the Sponsor Profile.
Step 3: From the Available Sites to Renew/Add list, click on the Add link for the site for
which you wish to add an application to the SFSP program. The SFSP Site
Application page will display.
Step 4: Complete the SFSP Site Application form.
Step 5: Click on the SUBMIT button to submit the form. As with the Sponsor Application
form, the system will check the form for input errors and run business rule edits.
Step 6: Make any necessary changes to the form to correct the errors, then click on the
SUBMIT button to save the changes. The system will re-check the application for
errors, save the data entered and display the Application Results page.
Step 7: Click on the FINISH button to continue. The Site Information page will display.
How To: Modify a Site Application
Below are the steps for modifying a Site Application:
Note: If the application being modified has already been approved, changes to the application
resulting in business rule errors will cause the application status to change to
‘Incomplete’.
Step 1: From the Sponsor Application menu, click on the GO! button in front of SITE
APPLICATION(S). The Site Information page will display.
Step 2: Click on the MODIFY link beside the site whose application you wish to modify.
The SFSP Site Application page will display.
Step 3: Make the necessary modifications to the application, then click on the SUBMIT
button on the bottom of the page. As with the original submission of the application,
the system will check the application for input errors and run business rule edits.
Step 4: Make the necessary changes to the application to correct any errors, then click on the
SUBMIT button to submit the changes. The system will re-check the application for
errors and display the Application Results page.
Step 5: Click on the FINISH button to continue. The Site Information page will display.
How To: Delete a Site Application
A Site Application can only be deleted if the Sponsor has not yet submitted any claims for the
Program Year. Below are the steps for deleting a Site Application.
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Step 1: From the Sponsor Application menu, click on the GO! button in front of SITE
APPLICATION(S). The Site Information page will display.
Step 2: Click on the DELETE link in the Action column for the site whose application you
wish to delete. The Delete Site Application page will display.
Step 3: The Site Name and Sponsor Name will display together with a prompt to ‘Please
press DELETE to confirm.’
Step 4: Click on the DELETE button to delete the Site Application. The message
‘Successfully deleted’ will display.
Step 5: Click on the <BACK button to return to the Site Information page.
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Program Budget
Once the Sponsor Application has been submitted, a PROGRAM BUDGET menu item will
display on the Sponsor Application menu. An online Program Budget must be submitted for
approval as part of the application packet for the Program Year. Revisions to the budget may
be submitted for approval throughout the Program Year as needed.
Click on the GO! button in front of the Program Budget menu item on the Sponsor
Application menu to access the Program Budget.
Summer Food Service Program Budget
The SFSP Budget menu lists the original budget and any revisions on file for the Program Year
for the Sponsor. From this menu, you can view an approved budget, modify a budget that has
been submitted but not yet approved, or add a revised budget.
Summer Food Service Program Budget
Budget List
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If no budget has been submitted, ‘No budget information available’ will display.
An approved budget or revision will have a VIEW link in the Action column. After a revision
of the budget has been approved, that revision can only be viewed.
A budget that has been submitted, but not yet approved, will have a MODIFY link in the Action
column allowing the user to make changes prior to approval.
To add a revised budget, click on the ADD REVISION button at the bottom of the menu.
The following buttons are located at the bottom of the Summer Food Service Program Budget
list:
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Button
Action
< Back to Sponsor
Returns to the Sponsor Application menu.
Add Revision
Displays the Summer Food Service Program
Budget form.
Summer Food Service Program Budget Form
The SFSP Budget form is a detailed estimate of the Sponsor’s annual expenses under the SFSP
program.
Summer Food Service Program Budget form
Program Income
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Answer the Program Income questions and, if required, enter an explanation.
Revenues
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Enter the amount of Sponsor funds that will be available if costs exceed reimbursement.
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Summer Food Service Program Budget form
Operating Costs
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Enter the estimated annual cost for each field in the Operating Costs section.
Enter the Total Operating Costs.
Administrative Costs
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Enter the estimated annual cost for each field in the Administrative Costs section.
Enter the Total Administrative Costs.
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Summer Food Service Program Budget form
Estimated Reimbursement
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The Estimated Reimbursement section uses the Average Daily Meals and Operating Days
information entered in the Site Application, along with the reimbursement rates, to calculate the
Estimated federal reimbursement for Operating and Administrative expenses and the Total
Estimated federal reimbursement.
Summer Food Service Program Budget form
CNS Internal Use Only
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To approve the budget, check the APPROVED checkbox. The BUDGET APPROVAL
DATE will automatically be set to the current date.
Once the budget/revision is submitted, the CREATED BY field will display the User ID of the
person who originally submitted the budget/revision and the date it was submitted will also
display.
The following buttons are located at the bottom of the SFSP Program Budget form:
Button
Action
Redisplay
Checks form for input errors, calculates
formulas on the screen and redisplays the
page, with the data entered. Does not save
input
< Back
Returns to the SFSP Budget Menu
Cancel
Returns to the SFSP Budget Menu
Submit
Checks form for input and business rule errors
Saves input and displays the SFSP Program
Budget results page.
How To: Submit a Summer Food Service Program Budget
Below are the steps for submitting a SFSP Program Budget.
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Step 1: From the Sponsor Application menu, click on the GO! button for PROGRAM
BUDGET. The SFSP Program Budget menu will display.
Step 2: Click on the ADD REVISION button at the bottom of the page. The SFSP Program
Budget form will display.
Step 3: Complete the form and click on the SUBMIT button. As with other forms, the system
will run business rule edits and display the SFSP Budget results page with the Budget
Totals.
Step 4: If necessary, return to the budget using the <EDIT button, make changes to correct
any errors, then resubmit the budget.
Step 5: From the Summer Food Service Program Budget results page, click on the FINISH
button to return to the SFSP Budget menu. The budget will be added to the list with
the date it was submitted in the Date Last Modified column.
How To: Modify a Summer Food Service Program Budget
Below are the steps for making changes to a SFSP budget/revision that has not yet been
approved.
Step 1: From the Sponsor Application menu, click on the GO! button for PROGRAM
BUDGET. The Summer Food Service Program Budget menu will display.
Step 2: Click on the MODIFY link beside the unapproved budget/revision. The Summer
Food Service Program Budget form will display with the completed budget.
Step 3: Make the needed changes and click on the SUBMIT button. As with the original
budget, the system will run business rule edits and display the SFSP Program Budget
results page with the Budget Totals.
Step 4: If necessary, return to the budget using the <EDIT button, make changes to correct
any errors, then resubmit the budget.
Step 5: From the SFSP Program Budget results page, click on the FINISH button to return to
the SFSP Program Budget menu. The budget will be added to the list with the date
the modified budget was submitted in the Last Modified column.
How To: Add a Revised Summer Food Service Program Budget
In order to submit a revised SFSP budget, the last budget/revision must have been approved.
Below are the steps for submitting a revised SFSP budget.
Step 1: Click on the ADD REVISION button at the bottom of the page. The SFSP Program
Budget form will display, pre-filled with information from the last approved budget
revision.
Step 2: Make the desired revisions and click on the SUBMIT button. As with the original
budget, the system will run business rule edits and display the SFSP Program Budget
results page with the revised Budget Totals.
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Step 3: If necessary, return to the budget using the <EDIT button, make changes to correct
any errors, then resubmit the budget.
Step 4: From the SFSP Program Budget results page, click on the FINISH button to return to
the SFSP Program Budget menu. The revised budget will be added to the list with
the date it was submitted in the Last Modified column.
Second Advance Payment Certification
In order for a sponsor to receive a second advance during the program year, the Second
Advance Payment Certification form must be completed. Click on the GO! button in front of
the Second Advance Payment Certification menu item on the Sponsor Application menu to
access the form.
Summer Food Service Program Second Advance Payment Certification screen
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Enter the information and click on the SUBMIT button. The results page will be displayed.
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Click FINISH to return to the Sponsor Application Menu.
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The following buttons are located at the bottom of the Summer Food Service Program Second
Advance Payment Certification:
Button
Action
Redisplay
Checks form for input errors, calculates
formulas on the screen and redisplays the
page, with the data entered. Does not save
input
< Back
Returns to the Sponsor Application Menu.
Does not save input
Cancel
Returns to the Sponsor Application Men. Does
not save input
Submit
Checks form for input and business rule errors
Saves input and displays the SFSP Site
Application Results page.
Max Level Change Request
The Max Level Change Request screen allows Sponsors to request a change in the cap that was
originally entered on the Site Application. A Max Level Change Request can only be
approved for a site with an Approved Site Application for the selected program year. After the
State employee reviews and approves the request, the max amount changes on the Site
Application.
Click on the GO! button in front of the Max Level Change Request menu item on the
Sponsor Application menu to access the Site Cap Level Change Request.
Site Cap Level Information
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Cap Level Change Request Site(s)
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If no Cap Level Change Request has been submitted, ‘No Sites for this Sponsor” will display.
Once a Cap Level Change Request has been submitted for a site, the site will be listed on the
Site Cap Level Information screen shown above.
After the Cap Level Change Request has been approved, an Approved Date will be displayed.
To add a Cap Level Change Request for a site, click on the ADD SITE CAP CHANGE
REQUEST button at the bottom of the menu.
To modify an existing Cap Level Change Request, or to add a revised Cap Level Change
Request for a site that already has an approved Cap Level Change Request, click on the Modify
link in the Action column for the site.
The following buttons are located at the bottom of the Cap Level Change Request form:
Button
Action
< Back to Sponsor
Returns to the Sponsor Application menu.
Add Site CAP
Change Request
Displays the Add Site Cap Information screen.
Add Site Cap Change Request
Click on the ADD SITE CAP CHANGE REQUEST button for a list of sites that have not yet
entered a Cap Level Change Request.
Add Site Cap Information screen
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Click on the site name to enter a new Cap Level Change Request.
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The Cap Level Change Request Form will display.
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Cap Level Change Request Form
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This screen will display the cap amount from the site application in the Last Approved Cap
column
Enter the amount for the new limit in the New Cap Amount column.
Cap Level Change Request Form
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To approve the form, check the CAP LEVEL CHANGE APPROVED box. The
APPROVAL DATE will automatically be set to the current date.
•
Enter comments if applicable.
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Click on SUBMIT. The SFSP Site Cap Level Change Request Results screen will display.
Click FINISH to return to the Cap Change Request Information screen.
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Modify Site Cap Change Request
To modify an existing Cap Level Change Request or to add a revised Cap Level Change
Request that already has an approved Cap Level Change Request, click on the MODIFY link
for the site on the Site Cap Level Information screen.
Site Cap Level Information screen
• Click on the Modify link in the Action column for the site to revise an existing Cap Level
Change Request.
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The Cap Change Request Information screen will display.
Cap Change Request Information screen
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Approved requests are View Only. Unapproved requests can be modified or deleted.
•
Click on the MODIFY revised Cap Level Change Request form for the selected site.
• The Cap Level Change Request form will be displayed and can be modified as described in
the Add Site Cap Information section above.
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Supporting Documents (Required)
The application packet Supporting Documents is a tool used to assure that all required
documentation is received from a Sponsor. The system dynamically tracks and lists only the
documents that are required based on the information entered into the Application and Site
Application.
Supporting Documents Program Menu
To access the Supporting Documents Program Menu, click on the GO! button in front of the
Supporting Documents menu item on the Sponsor Application menu.
Supporting Documents screen
This screen displays the Forms/Documents that must be sent to DOE based on the information
entered in the Application screens. The required documents for the sponsor site application are
listed separately, as shown in the example above.
Supporting Documents
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Each document name is a hyper link to a copy of the required form.
After completing the form, mail or upload it to DOE. Check the box indicating that the form
has been sent and enter the date.
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When the form is received by DOE, the Document Status and Document Status Date will be
entered by the program administrator.
After changes are made to this screen, click the SUBMIT button.
The application cannot be approved until all Supporting Documents are received and show an
“Approved” status.
How To: Track Supporting Documents
Below are the steps for tracking a Supporting Document.
Step 1:
From the Sponsor Application menu, click on the GO! button for SUPPORTING
DOCUMENTS. The Supporting Documents tracking screen will display.
Step 2: Click on the required items links to download the forms.
Step 3: Complete the form and click on the check box to indicate that the document is on file
or has been sent to DOE. The date the document was sent to DOE automatically
displays today’s date. The date can be altered if appropriate.
Step 4: DOE will give the document a status of Incomplete, Approved, Returned or On File.
The date the document status was assigned automatically displays today’s date.
Step 5: Make the necessary changes to the supporting documents screen, then click on the
SUBMIT button to save the changes. The system will check the application for
errors and display the Supporting Documents Confirmation Results page.
Step 6: Click on the FINISH button to continue. The Sponsor Application Menu will
display.
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West Virginia
Downloadable Documents
Various downloadable forms, memoranda and procedures related to the Summer Food Service
Program are available on the CNP system in a variety of formats. For forms that are in PDF
format, you must have Adobe Acrobat Reader installed on your computer.
Form Download Program Menu
To access downloadable documents, click on the GO! button in front of the
DOWNLOADABLE DOCUMENTS menu item on the Sponsor Application menu. The list
of Summer Food Service Downloadable Documents will be displayed in a separate screen.
•
Click on the underlined text for the version of the form you wish to download (i.e. click
on Word to the right of Income Eligibility Application (FY08 to download that
document in Word format
•
Once you have downloaded all the documents you need, close the Downloadable
Documents window by clicking on the box with X in the upper right corner of the
window.
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West Virginia
4
Rates
The Federal Government prior to the beginning of each year publishes rates for each program year.
These rates are used throughout the year to calculate reimbursement.
Performed By
Task
State
Obtain Program Year Rates from USDA and enter the
rates into CNP 2000. Claims cannot be calculated until
the program year rates have been entered into the
system.
The National School Lunch Program home page is the starting point for entering or modifying
the Reimbursement Rate information.
SFSP home page Rates Menu screen
Click once on Rates and the above main menu will be displayed. The menu options under
Rates are:
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View Reimbursement Rates – This option only allows you to view the rates for the
program year.
View Reimbursement Rates
Click once on Reimbursement Rates to display the Program Year Selection Rates screen.
Program Year Selection Rates screen
Select the Program Year for the Rates you wish to View. The following screen will display.
SFSP Rate Information screen – View Only
The ‘view only’ rates do not have a submit button. Click on Cancel.
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5
Claims
The CNP Web Claims component allows sponsors to submit monthly online reimbursement
claims to the State. At the time claims are submitted, they are checked by the system to ensure they
conform to established business rules governing reimbursement claim eligibility and approval.
Only claims the system deems ‘Not Processed’ or error free, may be submitted to the State for
processing, thereby alleviating the need to manually review claims. The table below gives a brief
overview of the tasks performed, and by whom, to submit a reimbursement claim on CNP Web.
Performed By
Sponsor
State
Task
Complete Reimbursement Claim forms for Sponsor and
each Site
Process claim and forward payment information to the
appropriate department for payment
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SFSP Home Page Claims Menu screen
Claims
Click once on Claims and the above main menu will be displayed. The menu options under
Claims are:
Claim Entry – This option allows you to submit reimbursement claims.
Claim Upload – Uploads claims to other files.
View Claims – This option allows you to view existing claims.
Further explanation of the above choices will be covered in the following sections.
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Claim Entry
Click once on Claim Entry and select a Program Year and sponsor to reach the following
screen.
Summer Food Service Program Claim Selection screen
This screen displays all the months for this Program Year. Click on a Claim Month to view
the claim for the selected month.
School Lunch Claim List screen
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Click on Add Claim and the following screen will appear.
Summer Food Service Program Claims menu
This screen allows you to begin the claim process. Click on the GO! Button in front of
Sponsor Certification to begin. The site claim is displayed on this and the following pages.
Sponsor Certification form
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Select an authorized signature from the drop down field and indicate if meals are being claimed
for the previous or following months. Meals served on the previous month or the following
month may be claimed if the operating days are less than or equal to 10 days. Check the
Certification Statement
After completing the certification form click on Submit. The results screen will be displayed.
If errors exist click on <Back. Errors can be corrected now or at a later time.
Certification results screen
Click on Next> to return to the Summer Food Service Program Claims menu.
Summer Food Service Program Claims menu
Now that the Sponsor Certification has been submitted, the site claim button can be selected.
Click on the GO! button to view the list of sites.
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SFSP Claims – Site List screen
Select a site by clicking on Add Claim. The site claim will be displayed.
SFSP Site Claim screen
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Enter the number of Operating Days and the number of meals served by meal and by category.
Click on Submit to view the results screen.
SFSP Site claim results screen
If errors exist click on <Back to edit the site claim. When finished, click on Next> to return to
the site list.
SFSP Claims – Site List screen
The site claim can be modified or deleted. Additional sites can be added. When all sites have
been completed click on Next> and the reimbursement will be calculated.
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Summer Food Service Program Claims menu
The Reimbursement Statement can now be accessed using the GO! button.
Claim Reimbursement screen (continued on next page)
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Claim Reimbursement screen (continued from previous page)
The claim reimbursement screen show the claim counts entered, the eligible claim counts paid
and the Claim Reimbursement Totals. If advances are being recovered or if previous earning
have been paid the Total Earning will be reduced by those amounts.
This screen contains a link to the Summer Food Service Program Advances screen. Click on
the link to view information about existing Advances for this sponsor.
Click on <Back to return to the Reimbursement Claim Menu screen.
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Claim Recap results screen
Click on Next> to return to the Summer Food Service Program Claim Selection screen.
Summer Food Service Program Claim Selection screen
The claim status of ‘Not Processed” indicates that there are no errors and the claim is Okay to
Pay.
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How To: Enter a New Claim
Below are the steps for adding a new claim.
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
Click on Claims and then Claim Entry. Select a Program Year and a Sponsor. The
SFSP Claim Selection screen will display.
Click on the month you wish to enter a claim for. Click on Add Claim. The Claim
Menu will display.
Click on Sponsor Certification the sponsor certification screen will display. Select
an Authorized Signature, Check the Certification Statement and click the SUBMIT
button. Click on NEXT> to continue.
Click on Site Claim and select a site. The Site Claim Form will display. Enter the
total number of Operating Days and the meals served by category and Meal Type.
Click on the SUBMIT button. If errors exist, click on <Back and make corrections.
If no errors exist, click on NEXT>.
Enter claims for all sites and click NEXT>. The claims status of “Not Processed”
means that there are no errors and the claim is Okay to Pay.
Claim Upload
Click on Claim Upload and the following screen will appear. This function allows you to
upload files of information into the claim system.
Claim Upload screen
Follow the instructions and click Submit.
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How To: Upload claim information
Below are the steps for uploading claim information.
Step 1:
Step 2:
Step 3:
Step 4:
Click on Claims and then Claim Upload. The Claim Upload screen will display.
Click on Browse and locate the file you wish to upload.
Click on Open. The file you selected will be displayed in the field next to the
browse button.
Click on the SUBMIT button. You will be notified if the upload was successful or
if the system was unable to process some or all of the uploaded information.
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View Claims
Click on View Claims and then select a sponsor and the following screen will appear.
SFSP Claim Selection screen – View Only
This screen displays all the months for this Program Year. Click on a Claim Month to view
the claim for the selected month.
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School Lunch Claim List screen – View Only
Click on View to select a site.
School Lunch Claim Site List screen – View Only
The Sponsor Certification, Site Claim, Reimbursement Statement and Advance Summary can
all be accessed in view mode.
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6
Advance
In order to receive an Advance a Sponsor must have an approved application then enter an
Advance Request. Once approved, the Advance will be paid to the sponsor.
SFSP home page Advance Menu screen
Click once on Advance and the above main menu will be displayed. The menu option under
Advance is:
Advance –Allows sponsors to request and track advances.
Further explanation of the above choices will be covered in the following sections.
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Advances
Click once on Advances to display the Advance Request Program Year Selection screen.
Advance Request Program Year Selection screen
Advance Request Search
•
Use the right or left arrow button e f to select the PROGRAM YEAR you wish to work in.
Summer Food Service Program Advances
The Advances screen contains information about advances. After selecting a sponsor the
following screen will be displayed.
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SFSP Advances screen
The above screen displays a sponsor with no advances.
•
Click on Add to view the Advance Calculation screen.
Advance Calculation screen
ƒ
ƒ
ƒ
ƒ
ƒ
Click on the radio button next to the Advance Month that applies to this Advance Request.
Click on Calculate Eligible Amount to determine the Limit of the Advance.
Enter the Actual Amount of the Operating advance.
Enter Comments if necessary.
Click on Submit. The following Advance Results screen will be displayed.
NOTE:: The advance month selected must also be selected in the Advance Request section of
the Sponsor Application.
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SFSP Advance Results screen
•
Click on Finish to view the summary screen.
SFSP Advance Summary screen
The advance can be Modified or Deleted by clicking on the appropriate link.
How To: Complete the Advance Request
Below are steps for adding an Advance Request.
Step 1: Click on Advances and select a Program Year and sponsor.
Step 2: Click on Add.
Step 3: Select a month and click on Calculate Eligible Amount.
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Step 4: Enter the Actual Amount of the Administrative and Operating advance.
Step 5: Enter comments and click on Submit.
Step 6: Click on Finish.
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7
Financial Management
The CNP Web Financial Management component provides access to financial information that
helps manage the program.
SFSP - home page Financial Management Menu screen
Click once on Financial Management and the above main menu will be displayed. The menu
options under Financial Management are:
Advance Summary – Summary of Advances.
Payment Summary –Summary of payments to the sponsor
Further explanation of the above choices will be covered in the following sections.
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Advance Summary
Click once on Advance Summary then select a program year to display the Advance
Summary search screen.
SFSP Advance Summary screen
This screen is View Only.
Payment Summary
Click once on Payment Summary to view the Payment Summary.
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SFSP Sponsor Payment Summary list
The summary screen displays the Earned Amount, Adjustment Amount, Recovery Amount and
Payment Amount.
•
Click on the Process Date or (Pending) to view payment detail.
Sponsor Payment Summary for Pending Transactions Detail screen
•
This screen is View Only. Click on <Back to return to the Summary List screen.
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8
Maintenance
The CNP Web Maintenance component allows users to change their password and modify
contact information, including phone and email information.
SFSP - home page Maintenance Menu screen
Click once on Maintenance and the above main menu will be displayed. The menu option
under Maintenance is:
User Preferences – This option allows you to change your password and modify contact
information.
Further explanation of the above option will be covered in the following section.
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User Preferences
Click on Maintenance and then on User Preferences to view Add/Update the Login Profile.
Login Profile screen
This screen contains the User Name, Login ID, Current Password, New Password, Confirm
Password, Email Address, and Phone Number. There is also a reminder question and answer.
In order to change any of the above information the current password must be entered.
After all information has been entered click on Submit.
NOTE:: The password must be six to ten characters long, include at least one alpha character
and at least one number, and cannot be the same as the User Name. Passwords expire
every 90 days. You will receive a warning if you are within 14 days of expiration.
Passwords cannot be reused for one year.
NOTE:: If you do not have a Username and Password, contact the Security Administrator.
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West Virginia
Notes
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