Kitchen Inventory Excel Spreadsheet

							     PREPARATION OF THE SCHOOL LUNCH, BREAKFAST AND
      SPECIAL MILK PROGRAM CLAIM FOR REIMBURSMENT
                        (FSD-P004)
                              WENATCHEE SCHOOL DISTRICT


1.0 SCOPE:                                                       The online version of this
                                                                   procedure is official;
   1.1 This procedure outline the activities that occur to     therefore, all printed versions
       generate    the    state-required      report   for         are unofficial copies.
       reimbursement and to track meal participation

2.0 RESPONSIBILITY:

   2.1 Secretary to the Director of Food Services

3.0 APPROVAL AUTHORITY:

   3.1 Director of Food Services

4.0 DEFINITIONS:

   4.1 NSLP – National School Lunch Program

   4.2 Accu-Claim Edit Checks – per state requirement, compares actual meals served to the
       state-mandated attendance factor

5.0 PROCEDURE:

   5.1 Daily:

       5.1.1 Daily Mealtime reports are automatically printed electronically to the Food Services
             office when the sites close out the Mealtime Central software. They are reviewed
             for accuracy, collated, and filed by site on a district server. These include:

                   Daily Operations Summary

                   Bank Deposit Worksheet

                   Daily Account Deposits

                   Count of Inventory Items Sold

       5.1.2 Site data is uploaded to Mealtime Central.

       5.1.3 Start Mealtime Central and follow the prompts.

   5.2 Weekly:

       5.2.1 Snack counts received from each site are entered into the Snacks Served
             Spreadsheet.

       5.2.2 Every Friday (unless school is not in session), Accu-Claim edit checks automatically
             prints along with the previously mentioned daily Mealtime reports. This report is
             reviewed and filed with the other site reports.

   5.3 Month end:



Date: 02-Feb-11, Rev. D                Doc# FSD-P004                                 Page 1 of 4
     PREPARATION OF THE SCHOOL LUNCH, BREAKFAST AND
      SPECIAL MILK PROGRAM CLAIM FOR REIMBURSMENT
                        (FSD-P004)
                              WENATCHEE SCHOOL DISTRICT


       5.3.1 Mealtime compiles sales and participation data from the month’s activity. The
             following reports are automatically printed to the Food Service office on the last
             working day of the month by location:

                  “Accu-Claim Edit Checks”

                  “Daily Operation Summary Report” for the entire month

                  “Eligibility Group Count”

                  “Monthly deposit summary”

   5.4 The following activities take place prior to the state-mandated due dates for submission
       of the “School Lunch, Breakfast, and Special Milk Program Claim for Reimbursement”
       (schedule can be found in an OSPI Memorandum published in September of each year).

       5.4.1 The following reports are manually printed at the Food Services Office from
             Mealtime Central:

                      “Generic State Reimbursement Claim Information” forms for each site
                       and for the district combined

                      “Operation Summary” for all sites combined for the month

                      “Monthly Deposit Summary” for all sites combined

                      “Accu-Claim Edit Checks” for the month

                      “Eligibility Group Count” for all sites combined

                      :Count of Inventory of Items Sold” for all sites combined


       5.4.2 The Foothills Middle School Kitchen Manager reports to the Food Services office
             the numbers of snacks sent to snack sites by the central kitchen for the month. At
             other participating secondary schools, the manager will report these numbers to the
             food service office also. This information is used to determine billing. Food Services
             Office enters this information into the “Snacks Served Spreadsheet.”

       5.4.3 From the Mealtime “Eligibility Group Count” site reports, the highest free, reduced
             and paid eligibility total is entered into the “F&F and Enrollment Totals” Excel
             Spreadsheet then printed.

       5.4.4 To generate the “School Lunch, Breakfast, and Special Milk Program Claim for
             Reimbursement,” data from the following sources is entered into to the web form on
             the Child Nutrition website:

                  Mealtime Operations Summary

                  Snacks Served Excel Spreadsheet



Date: 02-Feb-11, Rev. D                 Doc# FSD-P004                                  Page 2 of 4
     PREPARATION OF THE SCHOOL LUNCH, BREAKFAST AND
      SPECIAL MILK PROGRAM CLAIM FOR REIMBURSMENT
                        (FSD-P004)
                               WENATCHEE SCHOOL DISTRICT


                  F&R and Enrollment Excel spreadsheet

       5.4.5 For detailed instruction on how to use the Child Nutrition web site refer to the NSLP
             Electronic Claim Instructions-Public sent and periodically updated by the Child
             Nutrition Services office in Olympia.

       5.4.6 Once the form has been submitted, print the NSLP Claim Recap.

   5.5 Filing requirements:

       5.5.1 Secretary to the director’s paper and electronic files:

                  NSLP Claim Recap

                  Site Revenues Excel spreadsheet

                  Every form listed under associated documents filed by month.


6.0 ASSOCIATED DOCUMENTS:

   1.1 Daily Operations Summary

   1.2 Bank Deposit Worksheet

   1.3 Daily Account Deposits

   1.4 Count of Inventory Items Sold

   1.5 Accu-Claim Edit Checks

   1.6 Operation Summary Report (monthly version)

   1.7 Eligibility Group Count

   1.8 Monthly Deposit Summary

   1.9 Generic State Reimbursement Claim Information

   1.10 School Lunch, Breakfast, and Special Milk Program Claim for Reimbursement

   1.11 Snacks Served Spreadsheet

   1.12 F&R and Enrollment Totals Excel Spreadsheet

   1.13 Site Revenues Excel spreadsheet

   1.14 NSLP Electronic Claim Instructions-Public

   1.15 NSLP Claim Recap


Date: 02-Feb-11, Rev. D                  Doc# FSD-P004                                Page 3 of 4
     PREPARATION OF THE SCHOOL LUNCH, BREAKFAST AND
      SPECIAL MILK PROGRAM CLAIM FOR REIMBURSMENT
                        (FSD-P004)
                                  WENATCHEE SCHOOL DISTRICT




7.0 RECORD RETENTION TABLE:

Identification          Storage               Retention         Disposition         Protection
All documents           Electronic and        3 years           Discard as          Locked file
listed under            paper files at FS                       desired             cabinet and
section 6.0             office                                                      electronic data
                                                                                    back up




8.0 REVISION HISTORY:

Date:            Rev:    Description of Revision:
27-Jan-04        A       Original Release
26-Jan-05        B       Deleted 5.1.3.1; added “by location” to 5.3.1; expanded list of reports in
                         5.4.1; corrected name of spreadsheet in 5.4.3, 5.4.4, and 6.0
06-Nov-07        C       Within 5.3.1, changed from “District Office” to “Food Service”
02-Feb-11        D       Minor revisions on how and where files are printed and stored
                         throughout.Prep




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Date: 02-Feb-11, Rev. D                       Doc# FSD-P004                                Page 4 of 4