The purpose of the South Dakota Summer Food Service Program State user manual for the Child and Adult Care Food Program (CACFP) module is to provide Administrators, State users, and Sponsors with efficient and immediate information to access the web-based software applications, claims, and related nutrition program functions.
The CACFP module is a user-friendly application that allows authorized users to submit and approve applications, claims, and miscellaneous forms. Key system features include:
A software system that manages information regarding Sponsors, applications, claims, and reports.
A single integrated database which serves all child nutrition programs.
The ability to save partially completed forms online, allowing the user to complete the process at a later time.
Individual User IDs and passwords for secure login to program functions and accurate tracking of user behavior.
A robust security module that streamlines security setting controls by enabling administrators to easily assign users to numerous pre-defined groups and eliminating the need to manually set each user’s security access.
Before using the CACFP module, a user ID and password must be assigned that provides the required security privileges. Once this setup is complete, the Internet and assigned user ID and password may be used to access and log onto the website.
The system can be accessed from any computer connected to the Internet by opening the browser and entering the designated URL in the browser’s address line.
Using the log on section of the homepage:
Enter the assigned User ID.
Enter your Password.
Select Log On.
If you do not have a user ID and password, contact the Help Desk. If this is your first time logging on, the system will automatically require you to change your password.
Select a new password and enter it into the box provided.
Re-enter the new password for confirmation.
Select Save.
After logging in, the Programs menu page is displayed. Access to specific modules is based on the user’s security rights.
All information entered and saved on the system is verified to ensure it conforms to data entry guidelines and system rules. The site performs two types of checks on information entered: Input Edits and Business Rule Edits.
Whenever information is saved or prior to proceeding to a new screen, the site checks for input errors. These errors may include entry errors, such as an invalid data entry (i.e., entering a 4-digit Zip Code), or a non-logical entry (e.g., entering a greater number of eligible than enrolled children).
If a form contains an input error and the user selects Save, the screen either displays the error code and description in red at the top of the page (and the error code is a letter) or displays a message next to the field in error. Input errors must be corrected before you can proceed. The system will not save data entered on a screen that contains an input error. The user must correct the input errors and select Save again.
Business rule edits are used to ensure that entered data on a form conforms to State-defined guidelines/requirements and federal regulation. Once the user initiates a save, the system will perform business rule edit checks after all input errors have been corrects and a confirmation screen is provided stating that data entered has been saved and identifies whether errors exist.
The user may correct business rule errors immediately or at another time. The entered data will not be lost. The errors will display at the top of the screen with an error code (usually 4-5 digits) and error description. Business rule edits do not prohibit the system from saving the data entered on the screen.
In addition, business rule edits have an error severity that indicates whether an error is considered an Error or a Warning. Errors appear in red and must be corrected before the form can be submitted. Warnings appear in blue and indicate an “out of the ordinary” data value. Warning errors do not need to be corrected prior to form submission.
Information for Sponsors and sites is displayed based on the selected school year. Upon logging in to the system, the “active” school year is the default selection and can be found in the top-right corner of the blue bar. In order view information from a prior year, you will need to change the school year.
Select Year on the blue menu bar at the top of the page. The Year Select screen displays.
Select the year. The selected year is indicated by <Selected.
Use the menu bar to return to the task in the program.
For most School Nutrition Programs functions, the Sponsor must be search for and selected prior to beginning any task. When the Sponsor Search screen displays, a Sponsor can be searched for using all or part of the Sponsor’s ID, Name, or any other combination of parameters provided on this screen.
On the menu toolbar, select Search to access the CACFP Search Options screen.
Select Sponsor Search.
Enter search parameters.
Select Search.
Select the appropriate Sponsor.
The search parameters follow a specific set of rules which are described in the accompanying table. If the type of search is identified as “includes”, the system will search for any Sponsor that includes the parameter in any portion of the selected field. For example, if the user entered “386” in the Sponsor ID parameter, the system will retrieve Sponsors with IDs of “00386” and “01386”.
If the type of search is “exact match”, the system will search only for any Sponsor that exactly matches the parameter.
If the “Search all available Programs” checkbox is checked, the results display changes in appearance. The system will ignore all search criteria except for the Sponsor ID and Status. If the Sponsor name is entered, and no ID is entered, the system will ignore all search criteria except for Sponsor Name. If no parameters are entered, the system will retrieve all Sponsors in all programs.
On the menu toolbar, select Search to access the Sponsor screen.
Perform a search to ensure that the Sponsor does not already exist in the system.
Select Add New Sponsor at the bottom of the screen results section. The Sponsor Profile screen displays.
Refer to the Sponsor Profile section.
To participate in the Child and Adult Care Food Program, Sponsors must submit an Application Packet to the State for review and approval. Before beginning the Application Packet, Sponsors must select the “Add” action on the Application Packet screen.
After a Sponsor is enrolled, they must complete all required applications and forms in the Application Packet for the school year.
A new Application Packet must be submitted and approved at the beginning of each year. For Sponsors that are completing this process as part of their “annual update,” certain information from the previous year’s application rolls over into the new program year. The Sponsor may modify this data for the new program year or leave the data as it is presented (and as was recorded in the previous year).
The Sponsor can submit the Application Packet to the State once all required applications, online forms (e.g., Food Service Management Company contract), and supporting documents identified on the checklist are completed and saved without errors.
To submit an Application Packet, the packet must contain:
A completed Sponsor Application with no errors.
At least one completed CACFP Site Application with no errors.
All items in the Checklist are identified as submitted.
If the Sponsor had identified that they would be using a Food Safety Management Company on their Sponsor Application, the packet must contain at least one Food Service Management Company contract with a status of “Submitted”.
Once the Application Packet has been submitted to the State for approval, the packet history section of the Application Packet screen will display the event and the packet status changes to Submitted for Approval.
The Applications menu will list multiple items to access various functions.
To participate in CACFP, Sponsors must submit an Application Packet to the State for review and approval. At the beginning of each program year, Sponsor data is rolled over and must be verified by Sponsors prior to submitting any claims.
The Center Application Packet contains the Sponsor application, Site application(s), Sponsor Budget Detail, Staff Profile, and any required Checklist items. After selecting Application Packet from the Applications menu, each required packet item and its status displays.
If any packet item requires attention (such as an error within a form), a red arrow appears next to the Application Packet item. If the Application Packet item has been completed correctly and contains no errors, a green check appears next to the Application Packet item.
Accessing the Application Packet
On the blue menu toolbar, select Applications to access the menu.
From the menu screen, select Application Packet - Center.
Select a Program Year.
From the Application Packet screen, select a packet feature to access.
The Sponsor Application screen provides access to the Sponsor’s annual application for CACFP for both new and renewing Sponsors. The Sponsor is required to complete a new Sponsor application annually; however, the State has identified select Sponsor data that rolls over from the previous year and pre-fills a new year’s application.
Sponsor Application (Original)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Select View next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Viewing a Sponsor Application (Revision)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select the revision link under the Latest Version column.
Select the application version to view.
Adding a Sponsor Application (New Sponsor)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Add next to the Sponsor Application packet item.
Enter required information.
Select Save to receive a confirmation.
Select <Edit to return to the Sponsor Application screen or select Finish to return to the Application Packet screen.
Modifying a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Deleting a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Select Delete on the Edit menu in the top-right corner.
The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Revising a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select Revise next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Board of Directors
The Board of Directors Member List details all board members associated with the Center or Day Care Home. This form must be completed as part of the Application Packet.
Adding a Board of Directors List
On the blue menu toolbar, select Applications.
If necessary, select a Sponsor using the Search feature.
From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.
Select Add for the Board of Directors.
Select Add Member. The Board of Directors – Member Information screen displays.
Complete the Board Member Information.
Select Save.
Select Finish to return to the Board of Directors Member List.
Viewing or Modifying the Board of Directors
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details for the Board of Directors Board Member List.
Adding a Member to the Board Directors
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details for Board of Directors Board Member List.
Select Add Member.
Complete the Board of Directors – Member Information screen.
Select Save.
Deleting a Member to the Board Directors
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details for Board of Directors Board Member List.
Select Modify for the member to delete.
Select Delete in the top-right corner.
Select Delete at the bottom of the screen to confirm.
The Sponsor Budget Detail screen must be completed by all Sponsors. The system will not allow an Application Packet to be submitted without an error-free Budget.
In addition, the Budget Detail must be completed if an Advance Request is submitted; however, the submission of an Advance Request occurs outside of the system’s Application Packet sub-module and therefore must be manually validated by the State. Once a Budget is approved, a revision must be created.
Add a Budget Detail
On the blue menu toolbar, select Applications to access the menu screen.
From the Applications menu, select Application Packet – Center.
Select Add next to Sponsor Budget Detail.
Complete all the required fields on the Detail screen.
SelectSave to receive a confirmation.
Select < Edit to return to the Budget Detail screen or select Finish to return to the Application Packet screen.
Viewing a Budget Detail
On the blue menu toolbar, select Applications.
From the Application menu, select Application Packet – Center.
To view the most current Budget Detail, select View next to Sponsor Budget Detail or to view a prior Budget Detail, select the revision link under the Latest Version column. The Sponsor Budget Detail history displays. Select a version to view.
Revising a Budget Detail
On the blue menu toolbar, select Applications to access the menu screen.
From the Applications menu, select Application Packet – Center.
Select Revise next to the Sponsor Budget Detail. The screen displays the most current, un-submitted budget data.
Modify any necessary information.
Select Save to receive a confirmation.
Select < Edit to return to the Budget Detail screen or select Finish to return to the Application Packet screen.
Reviewing a Budget Detail
On the blue menu toolbar, select Applications to access the menu screen.
From the Applications menu, select Application Packet – Center.
Select Revise next to Sponsor Budget Detail. The Budget Detail screen displays.
Review the budget information submitted.
Enter information in the Internal Use Only section.
Select Save Internal Use Only to receive a confirmation.
Select < Edit to return to the Budget Detail screen or select Finish to return to the Application Packet screen.
A checklist is automatically generated based upon answers to specific questions from the Sponsors and site applications. The checklist identifies supplemental documents that need to be submitted to the state. The Checklist feature allows Sponsors to keep track of documents and their dates of submission. State users use this feature to identify when documents have been received and to denote the status of the documents.
Accessing a Checklist
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary.
Viewing a Checklist
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary.
Select the Sponsor or Site to view the checklist. The Checklist screen displays.
Modifying a Checklist
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary. The Checklist Summary screen displays.
Select the Sponsor or Site to access the checklist. The Checklist screen displays.
Make any necessary modifications. Identify whether the document has been submitted and the submission date. The Date Submitted field automatically defaults to the system date. A checklist is not considered complete until all checklist items are identified as having been submitted.
Select Save.
Uploading an Attachment to a Checklist Item
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary.
Click on the Sponsor or Site link.
Select the paper clip. The Checklist File Upload Details screen displays.
Use the Browse button to select the file to upload. Enter a brief comment (field is not required)
Select Save.
Enter Internal Use Only Information
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet. The Application Packet screen displays.
Select Checklist Summary.
Select the Sponsor or Site whose checklist you wish to view.
Select INTERNAL USE ONLY on the Edit menu in the top-right corner.
Identify if the document was received by checking the “Document on File” checkbox. If the checklist item has been reviewed, select Status and Status Date.
Select Save Internal Use Only to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Checklist Summary screen.
The Application Packet Notes for Sponsor provides the Sponsor the ability to view overall Application Packet notes created by the State, if the State user indicates that the notes should be viewable by the Sponsor. Comments regarding a specific Application Packet item are viewable at the top of the screen for each packet item (e.g., State comments specific to the Sponsor application screen).
Viewing an Application Note
On the blue menu toolbar, select Applications.
From the menu, select Application Packet.
Select View next to the Application Packet Notes for Sponsor.
Attachment List
The Review Attachments function enables the Sponsor and State users to upload documents and files into the system for centralized storage. These are usually attachments that apply to the review in its entirety, as opposed to a specific question (which would be performed via the paperclip icon on the assessment form).
Adding an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Details next to Attachment List from the menu screen.
Click the Add Attachment button to access the Detail screen.
Select Browse to access computer files, click on a document.
Add a comment, if applicable.
Select Save.
Viewing or Modifying an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Detail next to Attachment List from the menu screen.
In the Action column, select View or Modify.
Make any necessarymodifications.
Select Save. A confirmation screen displays.
Select <Edit to return to the previous page or select Finish to complete the action.
Sponsors must complete a Site Application for each of their sites. The Site Application screen provides access to the Site’s annual application for CACFP for both new and renewing sites. Sites must complete a new application annually; however, the State has identified select site data that rolls over from the previous year and pre-fills a new year’s application.
Access the Sponsor’s Site List
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Click the Site Applications link. The Application Packet - CACFP Site List screen displays.
Adding a New Site (for Sponsors)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet - Center. The most current year’s Application Packet screen displays.
Click the Site Applications link. The Application Packet – CACFP Site List screen displays.
At the bottom of the site list, select Add Site Application. The CACFP Available Site(s) screen displays.
If the site you would like to add an application for is listed, select the site. If the site you would like to add an application for is not listed, select Add New Site. The ‘Quick’ Site Profile screen displays.
The system automatically defaults the Site ID to the next available ID for this Sponsor.
Enter the Site Name and County.
Select Save. The Site Application for the new site is displayed.
Viewing a Site Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet - Center. The current year’s Application Packet screen displays.
Click the Site Applications link. The Application Packet - CACFP Site List screen displays.
Select View next to the site whose application you would like to view. The Site Application is displayed.
Modifying a Site Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet - Center. The current year’s Application Packet screen displays.
Click the Site Applications link. The Application Packet – CACFP Site List screen displays.
Select Modify next to the site whose application you would like to view. The Site Application is displayed.
Make any necessary modifications.
Select Save to receive a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the CACFP Site List screen.
Repeat Steps 4 through 7 for each site that will participate in the program.
Revising a Site Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet - Center to view the most current year’s Application Packet.
Click the Site Applications link. The Application Packet – CACFP Site List screen displays.
Select Revise next to the Application Packet item. The Application for the designated school year is displayed.
Make any necessary modifications.
Select Save to obtain a confirmation.
Select <Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Sponsors must complete a Provider Application for each of their providers. The Provider Application screen provides access to the annual application for CACFP for both new and renewing providers. New applications must be completed annually; however, if an application is contained within the system from the previous year, the State has identified select application data that rolls over from the previous year and pre-fills a new year’s application.
Accessing the Sponsor’s Provider List
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – Center
If necessary, search for and select a Sponsor.
Under Site Applications, select Provider Application(s). The CACFP – Application Packet - Center Provider List displays.
Adding a New Provider (Only Available to Sponsors)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – Center.
If necessary, search for and select a Sponsor.
Select Provider Application(s).
At the bottom of the site list, select Add Provider.
Enter the applicable search criteria and click Search.
If the provider is listed, select the Add link. If the provider is not listed, enter the first and last name and select Add New Provider. A new application displays.
Modifying a Provider Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – Center.
If necessary, search for and select a Sponsor.
Select Provider Application(s). The CACFP -Application Packet Center Provider List displays.
Click Details next to the corresponding profile to modify.
Select Modify next to a provider to access the application.
Modify any necessary information.
Select Save to receive a confirmation.
Revising a Provider Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – Center.
If necessary, search for and select a Sponsor.
Select Provider Application(s). The CACFP – Application Packet Center Provider List displays.
Select Details next to the corresponding provider.
Select the Revise link for the corresponding application version.
Modify any necessary information.
SelectSave to receive a confirmation.
To participate in CACFP, Sponsors must submit an Application Packet to the State for review and approval. At the beginning of each program year, Sponsor data is rolled over and must be verified by Sponsors prior to submitting any claims.
The DCH Application Packet contains the Sponsor application, Provider application(s), DCH Board of Directors, DCH Budget Detail, Staff Profile, and any required Checklist items. After selecting Application Packet from the Applications menu, each required packet item and its status displays. A red arrow displays beside packet items that are not complete, while a green arrow displays for packet items that have been completed without error.
Sponsors that wish to receive advance payments must also submit an Advance Request to the State. An advance request must be submitted and approved for each program year.
Accessing the Application Packet
On the blue menu toolbar, select Applications to access the menu screen.
Select Application Packet – DCH. The Application Packet screen displays.
If necessary, search for and select a Sponsor.
Select a Program Year to access.
Select a packet item to access.
If the Application Packet has been submitted for approval by the Sponsor, it becomes “read only” to the Sponsor. The Application Packet screen is displayed with the following message to make the Sponsor aware that modifications can no longer be made to the submitted package during this time.
Assigning an Application Packet
On the blue menu toolbar, select Applications to access the menu screen.
Select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Select the Packet Assigned To link.
Select the consultant to assign the packet to from the drop-down list.
Select Save to receive a confirmation.
Select < Edit to return to the previous screen or select Finish to complete the activity.
Ending a Sponsor’s Enrollment
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Associated with the Sponsor Application, select the link under the Latest Version column to access the Application History screen.
Select Close Sponsor. The End Sponsor Agreement screen displays.
Enter the Closed/Terminated Date. When this Sponsor enters claims, the Days on Operation fields will edit check with this date to ensure meals aren’t claimed after the entered date.
Select the Closed/Terminated Code.
Enter the Closed/Terminated Reason.
If applicable, provide a description as to why the Sponsor is ending enrollment in Closed/Terminated Comment.
Select Save. The Application History screen displays with a message stating that the Sponsor’s enrollment has ended.
Re-Opening a Closed Sponsor
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Select the link under the Latest Version column to access the Application History screen.
Select Re-Open Sponsor. The End Sponsor Agreement screen displays.
Delete the Closed/Terminated Date.
Select the blank space from the drop-down menu for the Closed/Terminated Code.
Delete the Closed/Terminated Reason.
Delete the Closed/Terminated Description.
SelectSave.
The Sponsor Application screen provides access to the Sponsor’s annual application for the Child and Adult Care Food Program. The Sponsor is required to complete a new Sponsor application annually; however, if an application is contained within the system from the previous year, the State has identified select application data that rolls over from the previous year and pre-fills a new year’s application.
Viewing a Sponsor Application (Original)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH. The Application Packet screen displays.
Select View next to the Sponsor Application packet item. The Sponsor Application for the designated program year is displays.
Viewing a Sponsor Application (Revision)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
Select the revision link under the Latest Version column.
From the Sponsor Application History screen, select an application version to view.
Viewing a Sponsor Application (Revision)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH. The most current year’s Application Packet screen displays.
Select Add next to the Sponsor Application packet item. The Sponsor Application for the designated program year displays.
Enter required information.
Select Save to receive a confirmation.
Select < Edit to return to the Sponsor Application screen or select Finish to return to the Application Packet screen.
Modifying a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH. The most current year’s Application Packet screen displays.
Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated program year displays.
Modify any necessary information.
Select Save to receive a confirmation.
Select < Edit to return to the Sponsor Application screen or select Finish to return to the Application Packet screen.
Deleting a Sponsor Application
On the blue menu toolbar, select Applications.
From the menu, select Application Packet – DCH. The most current year’s Application Packet screen displays.
Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated program year displays.
Select Delete on the Edit menu in the top-right corner. The system transfers the user to the bottom of the screen and a warning message displays.
Select the Delete button at the bottom of the page. A confirmation message displays.
Revising a Sponsor Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH. The most current year’s Application Packet screen displays.
Select Revise next to the Sponsor Application packet item. The Sponsor Application for the designated program year displays.
Modify any necessary information.
Select Save to receive a confirmation.
Select < Edit to return to the previous screen or select Finish complete the activity.
The Board of Directors Member List details all board members associated with the Center or Day Care Home. This form must be completed as part of the Application Packet.
Adding a Member to the Board of Directors List
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH. The current year’s Application Packet screen displays.
SelectRevise next to Board of Directors.
Select Add Member. The Board of Directors – Member Information screen displays.
Complete the Board Member Information.
Select Save.
Select Finish to return to the Board of Directors Member List.
View or Modify the Board of Directors
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details for the Board of Directors Board Member List.
Select View or Modify to access Board of Directors – Member Information.
Modify any necessary information.
Select Save.
Select Finish to return to the Board of Directors Member List.
Deleting a Member from the Board of Directors
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details for Board of Directors Board Member List.
Select Modify for a member to delete.
Select Delete in the top-right corner.
Select Delete at the bottom of the screen to confirm.
DCH Budget Detail
The DCH Budget Detail screen must be completed by all Sponsors. The system will not allow an Application Packet to be submitted without an error-free Budget. In addition, the Budget Detail must be completed if an Advance Request is submitted; however, the submission of an Advance Request occurs outside of the system’s Application Packet sub-module and therefore must be manually validated by the State. Once a Budget is approved, a revision (i.e., a new version) must be created.
Adding a Budget Detail
On the blue menu toolbar, select Applications to access the menu screen.
From the Applications menu, select Application Packet – DCH.
SelectAdd next to Budget Detail.
Complete the blank Budget Detail screen.
Complete the form.
Select Save to receive a confirmation.
Select < Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Modify a Budget Detail
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
Select View or Modify next to DCH Budget Detail.
Select Save to receive a confirmation.
Select < Edit to return to the previous screen or select Finish to return to the Application Packet screen.
Viewing a Budget Detail
On the blue menu toolbar, select Applications to access the menu screen.
From the Applications menu, select Application Packet – DCH. The current year’s Application Packet screen displays.
To view the most current Budget Detail, select View next to Sponsor Budget Detail to access the screen or to view a prior Budget Detail, select the revision link under the Latest Version column. The Sponsor Budget History for the designated program year displays.
Select a budget version to view.
A checklist is automatically generated based upon answers to specific questions from the Sponsor and Site applications. The checklist identifies supplemental documents that need to be submitted to the State. The Checklist feature allows Sponsors to keep track of documents and their dates of submission. State users use this feature to identify when documents have been received and to denote the status of the documents.
Accessing a Checklist Summary
On the blue menu toolbar, select Applications to access the menu screen.
Select Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details next to the Checklist to access the summary screen.
Accessing a Checklist Summary
From the blue menu toolbar, select Applications to access the menu screen.
Select Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details for the Checklist to access the summary screen.
Select a Sponsor or Site/Provider to view the checklist.
Updating a Checklist
From the blue menu toolbar, select Applications to access the menu screen.
Select Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details for the Checklist.
Select a Sponsor or Site/Provider to access a checklist from the summary screen.
Identify whether the document has been submitted and the submission date. The Date Submitted to NDE field automatically defaults to the system date. This can be changed by the user. A checklist is not considered complete until all checklist items are identified as having been submitted.
Select Save.
Uploading a Checklist File
From the blue menu toolbar, select Applications to access the menu screen.
Select Application Packet – DCH. The current year’s Application Packet screen displays.
Select Details next to Checklist Summary.
Select the paperclip icon next a form or document.
Click Browse to access the computer files.
Click on a file.
If necessary, add a comment.
Select Save.
The Application Packet Notes for Sponsor provides the Sponsor the ability to view overall Application Packet notes created by the State, if the State user indicates that the notes should be viewable by the Sponsor. Comments regarding a specific Application Packet item are viewable at the top of the screen for each packet item (e.g., State comments specific to the Sponsor application screen).
Viewing an Application Note
On the blue menu toolbar, select Applications.
From the menu, select Application Packet - DCH.
Select View next to the Application Packet Notes for Sponsor.
The Review Attachments function enables the Sponsor and State users to upload documents and files into the system for centralized storage. These are usually attachments that apply to the review in its entirety, as opposed to a specific question (which would be performed via the paperclip icon on the assessment form).
Adding an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet - DCH.
Select Details next to Attachment List from the menu screen.
Click the Add Attachment button to access the Detail screen.
Select Browse to access computer files, click on a document.
Add a comment, if applicable.
Select Save.
Viewing or Modifying an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Detail next to Attachment List from the menu screen.
In the Action column, select View or Modify.
Make any necessary modifications.
Select Save. A confirmation screen displays.
Select <Edit to return to the previous page or select Finish to complete the action.
Deleting an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet to access the screen.
Select Detail next to Attachment List from the menu screen.
In the Action column, select Modify.
Select Delete in the upper-right corner. A warning will display to verify the action.
Select Delete.
Sponsors must complete a Provider Application for each of their providers. The Provider Application screen provides access to the annual application for CACFP for both new and renewing providers. New applications must be completed annually; however, if an application is contained within the system from the previous year, the State has identified select application data that rolls over from the previous year and pre-fills a new year’s application.
Accessing the Sponsor’s Provider List
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Under Site Applications, select Provider Application(s). The CACFP – Application Packet DCH Provider List displays.
Adding a New Provider (Only Available to Sponsors)
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Select Provider Application(s). The CACFP – Application Packet DCH Provider List displays.
At the bottom of the site list, select Add Provider.
Enter the applicable search criteria and click Search.
If the provider is listed, select the Add link. If the provider is not listed, enter the first and last name and select Add New Provider. A new application displays.
Modifying a Provider Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Select Provider Application(s). The CACFP -Application Packet DCH Provider List displays.
Click Details next to the corresponding profile to modify.
Select Modify next to a provider to access the application.
Modify any necessary information.
Select Save to receive a confirmation.
Deleting a Provider Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Select the Provider Application(s) link to access the list screen.
Select Details next to a corresponding provider.
Select the Modify link for the applicable application version.
Select Delete on the Edit menu in the top-right corner. The system transfers the user to the bottom of the screen and a warning message displays.
Select the Delete button at the bottom of the page to receive a confirmation.
Revising a Provider Application
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Select Provider Application(s). The CACFP – Application Packet DCH Provider List displays.
Select Details next to the corresponding provider.
Select the Revise link for the corresponding application version.
Modify any necessary information.
SelectSave to receive a confirmation.
Closing a Provider
A provider may be closed within the system, whereby applications cannot be submitted for the provider.
On the blue menu toolbar, select Applications.
From the Applications menu, select Applications Packet – DCH.
If necessary, search for and select a Sponsor.
Select Provider Application(s) to access the Provider list.
Select Details next to a corresponding provider.
Select Close Provider. The End Site Agreement screen displays.
Enter the Closed/Terminated Date. If the Sponsor is entering site level claims, the Days of Operation fields for this site will edit check with this date to ensure meals aren’t claimed after the entered date.
Select the Closed/Terminated Code.
Enter the Closed/Terminated Reason.
If necessary, provide a description as to why the site is being closed in the Comments section.
Select Save. The Site Application History screen displays with a message stating that the site’s enrollment is closed.
Re-Opening a Closed Provider
On the blue menu toolbar, select Applications.
From the Applications menu, select Application Packet – DCH.
If necessary, search for and select a Sponsor.
Select Provider Application(s). The CACFP – Application Packet DCH Provider List displays.
SelectDetails next to the corresponding provider to close.
Select Edit Provider Closure. The End Site Agreement screen displays.
Delete the Closed/Terminated Date.
Select the blank space from the drop-down menu for the Closed/Terminated Code.
Delete the Closed/Terminated Reason.
Delete the Closed/Terminated Description.
SelectSave once all fields are blank. The Provider Application Effective Dates screen displays.
The Download Forms function allows users to view, download and/or print all forms and documents made available on the site by the State.
Accessing Download Forms
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Download Forms to display the screen.
Downloading or Viewing a Form
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Download Forms. The Download Forms screen displays a list of all available forms.
Select the Form ID of the form to download. If the form is a document, a gray dialog box appears.
Select Open to view the form or select Save to save the form to your computer.
Select the <Back button to return to the previous screen.
The Annual Audit screen provides access to the Sponsor’s Annual Audit form based on the year that is selected. The State requires that Sponsor’s fill out an annual audit status form one time per year.
Viewing and Modifying an Annual Audit Status Form
On the blue menu toolbar, select Applications.
Select Annual Audit to access the menu screen.
Select Modify next to the corresponding School Year.
The Annual Audit form displays. Complete the required information.
Select Save. A confirmation screen displays.
Select < Edit to return to the previous screen or click Finish to complete the activity.
Deleting an Annual Audit Form
From the Application menu, select Annual Audit to access the form.
On the Edit menu, select Delete. A warning displays.
Select Delete to receive a confirmation.
Select Finish to return to the Applications menu.
The Claims component allows Sponsors to submit monthly online reimbursement claim requests to the State, review claim rates, and review historical payment summaries.
About the Claims Process
A Sponsor submits a reimbursement claim to the State for every month in which one or more sites participates in the School Nutrition Programs. Sponsors may enter Sponsor and site information into the monthly claim form beginning at the first of every month. Sponsors have thirty days from the last day of the claim month/year to submit an original claim.
Claims cannot be created for a month if there is no approved Application Packet in effect for that period. If you cannot access claims for a specific month, be sure your Application Packet has been approved.
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.
Claims Menu
Sponsors use the Claims Menu to access claim functions, view current claim rates, or view payment summaries.
Claim Entry – Center or DCH
The Claim Entry function is used to enter, modify, and view claims. The system provides the ability to submit claims at the Sponsor or site level. Original and upward adjusted claims cannot be submitted if the received date is more than 60 days from the last day of the claim month/year. To create a claim in any given month, an approved Application Packet must be in effect for the period.
Accessing a Claim Entry
On the blue menu bar, select Claims to access the menu screen.
From the Claims menu, select the type of claim you would like to enter. The Claim Year Summary screen displays.
If a Sponsor has already been selected, the Claim Year Summary screen displays.
If no Sponsor has been selected, use the Sponsor Search to search for and select a Sponsor.
Select the Claim Month to submit a claim. The Claim Month Details screen displays. The current school year is the default year if no other school year has been selected.
Claim Year Summary
The Claim Year Summary summarizes information regarding the claim for each claim month in the designated year:
Adj Number: identifies the number of revisions associated with the claim. Each revision must be re-processed by the state.
Claim Status: identifies the current status of the claim.
Date Received: identifies the date the system initially received the claim submission. The State has the authority to modify this date.
Date Processed: identifies the date the claim was included in the payment batch process.
Earned Amount: identifies the current value of the claim.
Claim Month Details
From the Claim Month Details screen, specific claim forms or a summary of the submitted claim can be accessed.
If the claim has been processed, the options are View (to view the completed claim form) or Summary (to view the calculated payment summary related to the claim).
If the claim has not been processed, the options are View (to view the completed claim form), Modify (to enter a new claim or modify an existing claim) or Summary (to view the calculated payment summary related to the claim).
Claim Site List
The Sponsor will first select Add Original Claim from the Claim Months Detail screen. The Claim Site List screen will display.
The Sponsor would use the Claim Site List screen to select the site whose claim to add, view, or modify.
Adding an Original Claim
Claims can be entered for each eligible month in the school year. Eligible months are determined based on an approved Application Packet and the designated application effective date (identified by the State in the Internal Use Only section of the Sponsor and Site applications).
From the Claims menu, select the type of claim you would like to enter. The Claim Year Summary screen displays.
Select a Claim Month. The Claim Month Details screen displays.
Select Add Original Claim button. If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Add to the left of the Site Name to add an original claim. The Claim for Reimbursement screen displays.
Enter claim information for all enrolled programs. Only the programs identified in an approved Application Packet with the appropriate effective date will be available for data entry.
Select Save. The Claim Month Details screen displays.
Review the information.
To make a modification or correction to the claim, select the <Back button to return to the Claim for Reimbursement screen.
To submit the claim, check the Certification box and select the Submit for Payment button.
Modifying an Unprocessed Claim
Claims can be modified as many times as necessary until the claim has been submitted and processed by the State for payment distribution.
From the Claims menu, select the type of claim to view. The Claim Year Summary screen displays.
Select the applicable Claim Month. The Claim Month Details screen displays.
The Claim Site List screen displays. Under Actions, select Modify to the left of the Site Name you wish to view. The Site Claim Report screen displays.
Update claim information.
Select Save. The Claim Month Details screen displays.
Review the information.
To make a modification or correction to the claim, select the <Back button to return to the Claim for Reimbursement screen.
To submit the claim, check the Certification box and select the Submit for Payment button.
Revise a Processed Claim
Claim revision resulting in a downward adjustment may be submitted at any time. Claim revisions resulting in an upward adjustment may be submitted if the date of submission is within 30 days of the last day of the original claim month. Revised claims must be re-processed by the State regardless of their original status.
From the Claims menu, select the type of claim to enter.
Select the applicable Claim Month. The Claim Month Details screen displays.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Revise to the left of the Site Name whose claim you wish to revise. The Site Claim Report screen displays.
Make any necessary changes to the claim.
Select Save. The Claim Month Details screen displays.
Review the information.
To submit the revised claim, check the Certification box and select the Submit for Payment button.
Viewing a Claim
From the Claims menu, select the type of claim to view. The Claim Year Summary screen displays.
Select the applicable Claim Month. The Claim Month Details screen displays.
If the Sponsor is performing Sponsor-level claiming, select View. The Leave as is screen displays.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select View to the left of the Site Name to view. The Site Claim Report screen displays.
Viewing a Claim Summary
The Claim Summary allows the user to view a summary of the month’s claim in an easy-to-read or print format. No modifications can be made from this page.
From the Claims menu, select the type of claim to view. The Claim Year Summary screen displays.
Select the applicable Claim Month. The Claim Month Details screen displays.
If the Sponsor is performing Sponsor-level claiming, select Summary. The Claim for Reimbursement Summary screen displays.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select View to the left of the Site Name to view. The Site Claim Report screen displays.
Select <Back to return to the previous screen.
Deleting a Claim
If the Sponsor has entered a claim in error and the claim has not been included in the batch payment process (i.e., the status of the claim is not “Accepted” or “Processed”), the claim can be deleted.
From the Claims menu, select the type of the claim to view. The Claim Year Summary screen displays.
Select the applicable Claim Month to display the screen.
If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Modify to the left of the Site Name to view. The Claim for Reimbursement screen displays.
Select Delete in the Edit menu in the upper-right corner.
The system transfers the user to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Select Finish.
Claim Rates – Centers or DCH
The system provides a screen to view claim for reimbursement rates by year. The rates displayed apply for the rate year defined at the top of the page. Meals are reimbursed based on the designated rate established by the USDA. Annually, the reimbursement rates are entered by authorized staff through the Claim Rate Maintenance screens in the Maintenance and Configuration module.
Accessing Claim Rates
From the Claims menu, select Claim Rates – Centers or Claim Rates – DCH. The Claim Rates screen displays.
Use the <Back button to return to the Claims menu.
The Claim Rates screen defaults to the designated school year identified at the top-right of the screen.
Payment Summary
The Payment Summary screen provides a list of all payment batch schedules processed for the Sponsor for the selected school year. Each schedule number and process date represent payments that have been scheduled. Payments from payment batches are grouped by program and sorted by date.
Accessing Payment Summary
From the Claims menu, select Payment Summary to access the list screen.
Use the <Back button to return to the Claims menu.
Viewing a Payment Summary
From the Claims menu, select Payment Summary to access the list screen.
Select a Payment Record to view. The Payment Summary information displays for all payments included in the Payment Batch.
Select the <Back button to return to the previous screen.
The Security menu option within the CACFP module is the access point to the Change Password and User Manager functions.
Reset User’s Password
The Reset User’s Password enables a user’s required password to be reset to login to the system.
Resetting a User’s Password
On the menu toolbar, select Security.
Select User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then Select Search or select All to display a list of all users. A list matching the search criteria displays.
Select a User to access the User Options menu.
Select Reset User’s Password. The Reset User's Password screen displays.
Enter the New Password.
Confirm the New Password.
Select Save. A confirmation screen displays.
This section of the manual provides information on how the State can review and approve Application Packets through the program.
All new enrollment or renewal enrollment applications are initially created with a status of “Pending Validation”. Once the Application has been saved, the systems validates the business rules and the application’s status is set by the system to either “Error” (if any errors exist) or “Not Submitted” (no errors, but the Application Packet has not been submitted).
Only complete Application Packets that have no errors can be submitted to the State. To submit a completed Application Packet, the Sponsor would select the Submit for Approval button. This simulates sending a completed Application Packet in the mail. Application items are placed in a view-only mode for the Sponsor.
An Application Packet can be submitted to the State (i.e., the Submit for Approval button is enabled) only if the following conditions have been met:
The Sponsor Application must contain no errors.
At least one Site Application must exist and contain no errors.
If the Sponsor is using a Food Service Management Company (FSMC), at least one contract must exist and contain no errors.
If the Sponsor is participating in the Community Eligibility Provision (CEP) offered by the USDA, the Community Eligibility Provision (CEP) Schedule must exist and contain no errors.
All items in the Checklist must be submitted (submitted checkbox checked and date submitted is entered).
The Sponsor is not closed.
Once the Sponsor has submitted the Application Packet, the State will review each item in the submitted Application Packet. The State may approve each application item, deny an application item, or return the application item and its respective Application Packet back to the Sponsor for correction.
If the Application Packet is denied or returned to the Sponsor for correction, the State will provide comments within the respective Application Packet item as to why the application was denied or what needs to be corrected in order to re-submit the Application Packet.
Reviewing an Application Packet
Once a Sponsor’s Application Packet has been submitted, it must be reviewed by an authorized State user. The State must review each item included in the Application Packet and set each item’s status to “Approved”. This includes each checklist item.
To identify which Application Packets have been submitted, State users can use the Sponsor Search screen by performing a search where Packet Status is “Submitted for Approval”.
After locating a submitted Application Packet via the Search screen, the user should follow the following steps:
Assign the Application Packet to a consultant (this may be yourself). For additional information, see the Assign an Application Packet section.
Review the Sponsor Application.
Select theAdmin option next to the Sponsor Application item.
Review the application.
Update the Internal Use Only section of the application.
Enter Internal Comments, if desired.
Update the Application Status.
If the application has no issues, change the status to “Approved”.
Returning to the Application Packet screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.
If the application requires additional information or corrections from the Sponsor, change the status to “Returned for Correction”.
Ensure that you have provided information as to what needs to be corrected within the Comments to Sponsor field.
Returning to the Application Packet screen, you will notice that the application status is “Returned for Correction”.
If the application is not valid for submission, change the status to “Denied”.
Ensure that you have provided information as to the reason for denial within the Comments to Sponsor field.
Returning to the Application Packet screen, you will notice that the application status is “Denied”.
If the Sponsor has requested to withdraw the application, change the status to “Withdrawn”.
Ensure that you have entered information as to the reason for the withdrawal within the Comments to Sponsor field.
Returning to the Application Packet screen, you will notice that the application status is “Withdrawn”.
Review the FSMC Contract List (if applicable).
Select the Details option next to the FSMC Fact Sheet item. The FSMC Contract List is displayed.
Select each submitted contract and review the packet item.
Update the Internal Use Only section of the packet item with Internal Comments, if desired.
Update the packet item status.
For each FSMC contract submission, if the packet item has no issues, change the status to “Approved”.
Returning to the Application Packet screen, you will notice that there is a green checkmark next to the FSMC Contract List packet item.
If the packet item has an issue, keep the status as “Pending Approval”.
Ensure that you have provided information as to what needs to be corrected within the Comments to Sponsor field.
Returning to the Application Packet screen, you will notice that the FSMC Contract List item will have a red arrow, signifying that the item requires attention.
Review each School Nutrition Program Site application.
Select the Admin option next to the site application item.
Review the application.
Update the Internal Use Only section of each site application.
Enter Internal Comments and Comments to Sponsor, if desired.
Update the application status.
If the application has no issues, change the status to “Approved”.
Returning to the Site List screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.
If the application requires additional information or corrections, change the status to “Returned for Correction”.
Ensure that you have provided information as to what needs to be corrected within the Comments to Sponsor field.
Returning to the Site List screen, you will notice that the application status is “Returned for Correction”.
If the application is not valid for submission, change the status to “Denied”.
Ensure that you have provided information as to the reason for denial within the Comments to Sponsor field.
Returning to the Site List screen, you will notice that the application status is “Denied”.
If the Sponsor has requested to withdraw the application, change the status to “Withdrawn”.
Ensure that you have entered information as to the reason for the withdrawal within the Comments to Sponsor field.
Returning to the Site List screen, you will notice that the application status is “Withdrawn”.
Review the Community Eligibility Provision (CEP) Schedule (if applicable).
Select the Admin option next to the Community Eligibility Provision (CEP) Schedule item. The Community Eligibility Provision (CEP) Schedule is displayed.
Update the Internal Use Only section of the packet item with Internal Comments, if desired.
Update the packet item status.
If the schedule has no issues, change the status to “Approved”.
Returning to the Application Packet screen, you will notice that there is a green checkmark next to the Community Eligibility Provision (CEP) Schedule packet item.
If the packet item has an issue, change the status to “Error”.
Ensure that you have provided information as to what needs to be corrected within the Comments to Sponsor field.
Returning to the Application Packet screen, you will notice that the Community Eligibility Provision (CEP) Schedule item will have a red arrow, signifying that the item requires attention.
Review the Checklist items (if applicable).
Select the Details option next to Checklist Summary. The Checklist Summary is displayed.
Select each checklist item for the Sponsor and each site.
SelectINTERNAL USE ONLY from the top right of the screen.
For each checklist item received and reviewed, identify that the items were received and change the status to “Approved”.
Returning to the Application Packet screen, you will notice that there is a green checkmark next to the Checklist Summary packet item.
Approving an Application Packet
Once the State has reviewed each Application Packet item and has identified each item as “Approved”, the State can now approve the Application Packet.
For new Sponsors, two levels of approval are required. Initially, an authorized State user would select the Recommend Approval button on the Sponsor’s Application Packet screen. Once the button is selected, the Approve button is activated on the Sponsor’s Application Packet screen. Once the Approve button is selected, the Application Packet status is set to “Approved” and the Sponsor can begin submitting claims for reimbursement based on the approved Application Packet’s data.
For existing Sponsor’s, only a single level of approval is required. Once the renewal applications and required packet items have all been reviewed and approved by, the State user selects the Approve button (i.e., the Recommend Approval button is not active) on the Sponsor's Application Packet screen. Once the Approve button is selected, the Sponsors can begin submitting claims for reimbursement.
Application Packet Statuses
Statuses are used to manage the workflow of the Application Packet. Each packet can have only one status at a time.
Not Submitted
The packet has a status of “Not Submitted” when the packet is created for the first time or when any of the packet items are created, revised, or modified, but the Application Packet has not been submitted to the State.
Submitted
The packet has a status of “Submitted” when the Sponsor uses the Submit for Approval button on the Application Packet screen to submit the error-free packet to the State for review.
If the packet status is “Submitted”, the entire packet becomes read-only to the Sponsor.
All applications that are “Submitted” must ultimately be “Approved”, “Denied”, or “Returned for Correction” or “Withdrawn”.
Approval Recommended (i.e., First Level Approved)
When a Sponsor is new to the program, the system will require two levels of approval. This status represents the first level of approval performed by the State before a final approval is granted.
The Application Packet screen will display the First Approval button when the first level approval is required. After selection, this button will not display; however, the Approve button will be displayed.
Approved
The packet has a status of “Approved” when the State has approved each packet item AND has selected the Approve button on the Application Packet screen.
Denied
The packet has a status of “Denied” when the State selects the Deny button on the Application Packet screen.
When a packet is “Denied”, the packet remains view-only and nothing in the packet can be modified. The only way to edit items in a denied packet is for the State to change the status of the packet to something other than “Denied”.
By denying an Application Packet, the status of all items within the packet is automatically set to “Denied”. An “Approved” packet cannot be “Denied”.
Returned for Corrections
The packet has a status of “Returned for Corrections” when the State selects the Return button on the Application Packet screen.
This status unlocks the packet for the Sponsor and sets the status back to “Not Submitted”.
An “Approved” packet cannot be “Returned for Corrections”.
Withdrawn
The packet has a status of “Withdrawn” when the Sponsor or State selects the Withdraw button on the Application Packet screen. An Application Packet with a status of “First Level Approved” can be withdrawn.
An Application Packet with a status of “Approved” packet cannot be “Withdrawn”. If an application has been “Approved”, it can only be “Cancelled” or “Terminated” by the State (see Application Packet section).
Application Statuses
Statuses are used to define the current state of an application packet item. Each application can have only one status at a time.
Pending Validation
The application has a status of “Pending Validation” when the application has not yet been opened or saved.
Error
The application has a status of “Error” if it has failed system validation rules. Data entered is maintained.
Not Submitted
The application has a status of “Not Submitted” when the application is saved without error, but the Application Packet has not been submitted to the State.
Submitted
The application has a status of “Submitted” when the Sponsor has submitted the Application Packet to the State for review (i.e., the Sponsor has selected the Submit for Approval button).
Any application that is marked “Not Submitted” is changed to “Submitted”.
The Application Packet becomes read-only to Sponsor users.
Approved
The application has a status of “Approved” when the State has approved the application (i.e., the State selected “Approved” in the Internal Use Only section of the form).
Denied
The application has a status of “Denied” when the State has denied the application (i.e., the State selected “Denied” in the Internal Use Only section of the form).
If the application is “Denied”, it can no longer be modified by the Sponsor. Only the State can change the status of the application.
When setting the application status to “Denied”, the State should enter a comment in the Comments to Sponsor field explaining the reason the application was denied.
Returned for Correction
The application has a status of “Returned for Correction” when the State has identified errors in the application and has selected “Returned for Correction” in the Internal Use Only section of the form.
When setting the application status to “Returned for Correction”, the State should enter a comment in the Comments to Sponsor field explaining the reason the application was returned.
Withdrawn
The application has a status of “Withdrawn” when the State has selected “Withdrawn” in the Internal Use Only section of the form.
If the Application Packet has ever been approved, there will not be an option to withdraw.
Claim Statuses
Statuses are used to define the current state of a claim. Each claim can have only one status at a time.
Not Eligible
The claim has a status of “Not Eligible” when there is an application condition that is preventing claiming for the selected month (e.g., Sponsor or site is not authorized on the Application Packet to operate for the selected month or the Application Packet status is not “Approved”).
Incomplete
The claim has a status of “Incomplete” when the claim has been created in the system but the Save button was never clicked (e.g., timeout, logout, etc.). The system saves the data that has been entered, but no edits have been performed.
Error
The claim has a status of “Error” when the claim has been submitted and has business rule violations.
Pending
The claim has a status of “Pending” when the claim has been saved and on-line edits have been performed, but the claim has not been submitted and validated with additional edits (e.g., 60/90 days edit, etc.). Applicable only when the Sponsor is participating in Sponsor-level claiming.
Validated
This site claim has a status of “Validated” when the site claim has been entered, validated, and contains no errors. Applicable only when the Sponsor is participating in site-level claiming.
Accepted
The claim has a status of “Accepted” when the claim has passed all on-line edits and additional edits (e.g., 60/90 days edit, etc.), and is ready to be included in the payment tracking process.
Accepted*
The claim has a status of “Accepted*” when the claim has been selected by the State for inclusion in the batch payment process. However, if the batch process has not run, the claim cannot be modified. Should the claim require a change, a revised claim must be submitted.
Processed
Claim has been fully processed and has been sent to the State’s Accounting Office for disbursement of funds.