Welcome to the Ohio Department of Education (ODE) user manual for the School Nutrition Programs module. CRRS is a web-based software solution that provides administrators, state users, and Sponsors with efficient and immediate access to applications, claims, and related nutrition program functions.

Web Site Benefits and Features

CRRS is a user-friendly web application that allows authorized users to submit and approve application, claims, and miscellaneous forms via the Internet, as their security rights permit. 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 on-line, 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.

User Manual

This user manual is intended for use by authorized state users that administer the School Nutrition Programs. It is designed to provide a general understanding of how to use the system in an effective and efficient manner. This manual will provide:

§  A general explanation of each feature available.

§  Screen examples of web site pages and forms.

§  Step-by-step instructions for utilizing the web site features.

§  Tips and notes to enhance your understanding of the system.

Getting Started

Before you can begin using CRRS, you must be assigned a user ID and password by the CRRS Help Desk that provides the required security rights. Once this setup is complete, you may use the Internet and yourassigned user ID and password to access and log onto the CRRS web site.

Accessing the Web Site

You can access CRRS from any computer connected to the Internet by opening your Internet browser and entering the CRRS URL in the browser’s address line.   The CRRS URL for the production environment is: https://oh.cnpus.com/crrs/splash.aspx

About the CRRS Home Page

The CRRS Home Page consists of three major sections:

o    Bulletin Board.

o    Log on.

o    Links.

The bulletin board is managed by ODE and provides general information.  It is important to remember that the bulletin board on the home page is viewable by the public.

The log on section is where authorized users enter their User ID and password.  It also provides a link for users that have entered a valid User ID, but have forgotten their password, to be transferred to another webpage to reset their password.

The links section provides access to websites and additional information.

Logging On

1.       Access CRRS by typing the URL into the address line of your web browser.

2.       Enter your assigned User ID.

3.       Enter your Password.

4.       Select Log On.

If this is your first time logging on, the system will automatically require you to change your password.

1.       Select a new password and enter it into the box provided.

2.       Re-enter your new password for confirmation.

3.       Select Save to continue to the CRRS Programs page.

CRRS Content Overview

Once you are logged in and have selected a Sponsor, the top portion of the CRRS application contains key elements that provide basic information about your location within the system and the selected Sponsor.

Screen Options

Data entry screens in the system offer the user some or all of the following options: VIEW, MODIFY, DELETE, and INTERNAL USE ONLY. The Screen Options area is located on the top right side of the screen, directly beneath the colored bar.

The following table describes each of the possible screen options:

CRRS Programs Page 

Once you successfully log on, the CRRS Programs page is displayed. Actual access to specific modules is based on the user’s security rights.

School Nutrition Programs Home Page

The School Nutrition Programs home page contains the message board used by state administrators to post and maintain School Nutrition Programs-related messages. Messages may contain important news regarding the submission due dates, upcoming training, legislative changes, or any other SNP-specific information.

1.       Log on to the CRRS web site.

2.       On the Programs screen, select School Nutrition Programs.

3.       The School Nutrition Programs home page displays.

From the School Nutrition Programs home page, you can select a menu item from the blue menu bar at the top of the page. The School Nutrition Programs menu bar contains menu items specific to the School Nutrition Programs. The table below describes the features available for each menu option, which the remainder of this manual will discuss in detail. 

Please note: individual users may have varying menu options due to the user’s security configuration.

Error Processing

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.

Input Edits

Whenever you save information or proceed to a new screen, the site checks for input errors. These errors may include entry errors such as an invalid data entry (such as 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

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,CRRS will perform business rule edit checks after all input errors have been corrected and display a confirmation screen 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.

Selecting a School Year

Information for Sponsors and sites is displayed based on the selected school year. Upon logging on to the system, the “active” school year is the default selection and displays in the top-right corner in the blue bar. In order to view information from a prior year, you will need to change the school year.

1.       Select Year on the blue menu bar at the top of the page.  The Year Select screen displays.

2.       Select the year.

3.       Use the menu bar to return to your task in the program.

Sponsor Search

For most SNP system functions, you must search for and select a Sponsor using the Sponsor Search function before beginning any task. When the Sponsor Search screen displays, you can search for the Sponsor using all or part of the Sponsor’s ID, Name, or any other combination of parameters provided on this screen.

1.       On the menu bar, select Search. [If the Sponsor Search screen is already displayed, begin at Step 2.]  The Sponsor Search screen displays.

2.        Enter search parameters (see table for additional information on using the search parameters).

3.       Select Search.

4.       Select the Sponsor you wish to access.

The search parameters follow a specific set of rules.  These are described in the following table.  The search is confined to the Sponsors in the respective Program Year displayed at the top right of the screen.

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 IRN parameter, the system will retrieve Sponsors with IRNs 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.  For example, if the user selected “Adams” in the County parameter, the system will retrieve all Sponsors associated with the county of Adams.

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 IRN and Sponsor Status.  If the Sponsor Name is entered, and no IRN 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. 

1.       On the menu bar, select Search.  The Search Options screen displays.

2.       Select Sponsor Search.  The Sponsor Search screen displays.

3.       Perform a search to ensure that the Sponsor does not already exist in the system.

4.       Select Add New Sponsor at the bottom of the screen results section.  The user is transferred to a blank Sponsor Profile screen for entry of a new Sponsor.

Site Search

You can also search for and select a Site through the Site Search function on the Search menu.

You can search for the site using all or part of the Site ID, Site Name, License Number, or Street Address. At least one search criteria must be entered. The search results display in the Site List below the search criteria.

1.       On the menu bar, select Search.

2.       Select Site Search.

3.     Enter all or a portion of the Site ID, Site Name, Provision Type, or Address in the respective text box(es).   Note: At least one search criteria must be entered.

4.       Select Search.

5.       Select the desired Site.

Applications

Now that you know how to access and log on to CRRS,

About the School Year Enrollment Process

In order to participate in the School Nutrition Programs, Sponsors must submit an Application Packet to the State for review and approval.  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 applications rolls over into the new program year.  The Sponsor may modify this data for the new program year or keep the prior year’s data for use in the current application.

A new SNP Application Packet must be submitted by the Sponsor and approved by the State each program year. Once the Application Packet is approved, and the school year has commenced, monthly claims for reimbursement may be submitted.

Submitting an Application Packet

The Sponsor can submit the Application Packet to the State once all required applications, applicable online forms (e.g., Food Service Management Company contracts, Community Eligibility Provision Schedule, etc.), and supporting documents identified on the checklist are completed and saved without errors.

In order to be able to submit an Application Packet, the packet must contain:

·         A completed SNP Sponsor Application with no errors.

·         At least one completed SNP Site Application with no errors.

·         All items in the Checklist are identified as submitted to ODE with a submitted date.

·       If the Sponsor had identified on their SNP Sponsor Application that they would be using a Food Safety Management Company, the packet must contain at least one Food Service Management Company contract with a status of “Submitted”.

·       If the Sponsor had identified on their SNP Sponsor Application that they would be participating in the Community Eligibility Provision (CEP), the packet must contain a completed CEP Schedule 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.

Applications Menu

The Applications menu is the starting point for all tasks related to the annual School Nutrition Programs enrollment process. Menu items are based on security levels. 

1.       On the blue menu bar, select Applications. The Applications Menu displays.

2.       Select an application item to access that application function.

The following figure displays the complete list of Applications menu items for authorized state users.  It is important to note that Sponsors have significantly fewer Applications menu items.

Sponsor Manager Menu

The Sponsor Manager Menu allows authorized State users to access the Sponsor Profile, Site Manager, Batch Hold, and Payment Hold functions.

1.       On the blue menu bar, select Applications.  The Applications menu screen displays.

2.       On the menu, select Sponsor Manager. If a Sponsor has already been selected, the Sponsor Manager Menu screen displays.

If no Sponsor has been selected, use the Sponsor Search feature to search for and select a Sponsor.

The following table describes the features available from the Sponsor Manager screen.

Sponsor Profile

The Sponsor Profile provides general information on the Sponsor.  The Sponsor Profile data is NOT year-specific.  It provides general attribute information regarding the Sponsor that does not vary from program year to program year (e.g., name, identifiers, type of agency, etc.).

For new Sponsors, a state user must initially register a Sponsor through the Sponsor Profile screen before a CRRS User ID is distributed.

1.       On the Applications menu, select Sponsor Manager.

2.       Search for and select a Sponsor using the Sponsor Search (if necessary).

3.       Once a Sponsor has been selected, select Sponsor Profile.

4.       Modify any desired information within the profile.

5.       Select Save. If no errors exist, a confirmation screen displays.

6.       Select <Edit to return to the Sponsor Profile screen you just modified.
-OR-
Select Finish to return to the Sponsor Manager Menu.

1.       On the Applications menu, select Sponsor Manager.

2.       Search for and select a Sponsor using the Sponsor Search (if necessary).

3.       Once a Sponsor has been selected, select Sponsor Profile.

4.       On the Edit menu, select DELETE.  A warning displays.

5.       Select Delete. A confirmation screen displays.

6.       Select Finish to return to the Sponsor Manager menu.

Site Manager

The Site Manager enables you to view, modify, add, delete, and change the status of a Sponsor's site.

1.       On the blue menu bar, select Applications.  The Applications menu screen displays.

2.       On the Applications menu, select Sponsor Manager. If a Sponsor has already been selected, the Sponsor Manager Menu screen displays.
If no Sponsor has been selected, use the Sponsor Search to search for and select a Sponsor.

3.       On the menu, select Site Manager.  The Sponsor Site Manager screen displays all sites associated with the Sponsor.  Select the desired site.

1.       On the menu bar, select Applications. The Applications menu displays.

2.       Select Sponsor Manager.  The Sponsor Options menu displays.

3.       Select Site Manager.  The Site Manager menu displays.

4.       Select Create New Site. A blank Site Profile screen displays.

5.       Enter data.  The system will automatically generate the next available Site ID, but the ID can be overwritten if needed.   Site ID must be unique within a Sponsor.  They are not unique across the system.

6.       Select the check boxes for the programs in which the site participates.

7.       Select Save to save the information on the site.  The Sponsor Site Manager list screen re-displays with the new site added.

1.       On the Applications menu, select Sponsor Manager. If a Sponsor has already been selected, the Sponsor Manager Menu screen displays.
If no Sponsor has been selected, use the Sponsor Search to search for and select a Sponsor.

2.       Once a Sponsor has been selected, select Site Manager. The Sponsor Site Manager displays.

3.       Select the site you wish to view or modify. The Site Profile screen displays.

4.       Modify any desired information within the profile.

5.       Select Save.  A confirmation screen displays.

6.       Select <Edit to return to the Site Profile screen you just modified.
-OR-
Select Finish to return to the Sponsor Site Manager screen.

1.       On the Applications menu, select Sponsor Manager. If a Sponsor has already been selected, the Sponsor Manager Menu screen displays.
If no Sponsor has been selected, use the Sponsor Search to search for and select a Sponsor.

2.       Once a Sponsor has been selected, select Site Manager.

3.       Select the site you wish to delete.

4.       Selected DELETE on the Edit menu in the top-right corner. 

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

7.       Select Finish to return to the Sponsor Site Manager screen.

Batch Holds

The Batch Holds feature enables authorized state users to issue or view payment holds for a Sponsor, by program. Sponsors can still enter claims when a batch hold is in place; however, no payments will be issued by the system for the selected program until the hold is removed. 

1.       On the Applications menu, select Sponsor Manager. If necessary, search for and select a Sponsor.

2.       Once a Sponsor has been selected, select Batch Holds. The Batch Holds screen displays.

3.       Make any desired modifications.

4.       Select Save. A confirmation screen displays.

5.       Select <Edit to return to the Batch Holds screen you just modified.
-OR-
Select Finish to return to the Sponsor Manager Menu screen.

To remove a Batch Hold 

1.       On the Applications menu, select Sponsor Manager. If necessary, search for and select a Sponsor.

2.       Once a Sponsor has been selected, select Batch Holds. The Batch Holds screen displays.

3.       Uncheck the All Months checkbox.

4.       Select the blank space from the drop-down menu for the Reason Code.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Batch Holds screen you just modified.
-OR-
Select Finish to return to the Sponsor Manager Menu screen.

Payment Holds

The Payment Holds feature enables authorized state users to issue or view payment holds on a Sponsor for a specific month/year, by program. Sponsors can still enter claims when a payment hold is in place; however, a payment will not be issued by the system for the selected month/year and program until the hold is removed. 

1.       On the Applications menu, select Sponsor Manager. If necessary, search for and select a Sponsor.

2.       Once a Sponsor has been selected, select Payment Holds. The Payment Holds screen displays.

3.       Make any desired modifications.

4.       Select Save. A confirmation screen displays.

5.       Select <Edit to return to the Payment Holds screen you just modified.
-OR-
Select Finish to return to the Sponsor Manager Menu screen.

1.       On the Applications menu, select Sponsor Manager. If necessary, search for and select a Sponsor.

2.       Once a Sponsor has been selected, select Payment Holds. The Payment Holds screen displays.

3.       Uncheck each checked month checkbox.

4.       Select the blank space from the drop-down menu for the Reason Code.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Payment Holds screen you just modified.
-OR-
Select Finish to return to the Sponsor Manager Menu screen.

Application Packet

In order to participate in the School Nutrition Program, 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 Application Packet contains the Sponsor application, site application(s), and other forms required as a part of the packet. 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 or a checklist item needs to be completed), a red arrow displays next to the Application Packet item. If the Application Packet item has been completed correctly and contains no errors, a green check displays next to the Application Packet item.  For more details, see Reviewing an Application.

Note: Sponsors may not submit claims until their Application Packet has been approved for the respective program year.

Note: If an Application Packet has been approved, when a Sponsor revises any item within the Application Packet, the Application Packet must be re-submitted for State review and approval.

1.       On the blue menu bar, select Applications.  The Applications menu screen displays.

2.       On the menu, select Application Packet.  If necessary, search for and select a Sponsor.  The Application Packet screen displays.

3.       Select the packet item you want to access.

1.       On the blue menu bar, select Applications.  The Applications menu screen displays.

2.       On the menu, select Application Packet.  If necessary, search for and select a Sponsor.  The Application Packet screen displays.

3.       Select the Packet Assigned To link.  The Application Packet Assignment screen displays.

4.       Select the staff consultant to assign the packet.

5.       Select Save. A confirmation message is displayed.

6.       Select <Edit to return to the Application Packet Assignment screen you just modified.
-OR-
Select Finish to return to the Application Packet screen.

1.       From the Applications menu, select Application Packet. If necessary, search for and select a Sponsor.  The Application Packet screen displays.

2.       Select the link under the Latest Version column.  The Application History screen is displayed.

3.       Select Close Sponsor. The End Sponsor Agreement screen is displayed.

4.       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.

5.       Select the Closed/Terminated Code.

6.       Enter the Closed/Terminated Reason.

7.       If desired, provide a description as to why the Sponsor is ending enrollment in   Closed/Terminated Comment.

8.       Select Save.  The Application History screen is displayed with a message stating that the Sponsor’s enrollment has ended.

1.       From the Applications menu, select Application Packet.  If necessary, search for and select a Sponsor.  The Application Packet screen displays.

2.       Select the link under the Latest Version column.  The Application History screen is displayed.

3.       Select Re-Open Sponsor. The End Sponsor Agreement screen is displayed.

4.       Delete the Closed/Terminated Date.

5.       Select the blank space from the drop-down menu for the Closed/Terminated Code.

6.       Delete the Closed/Terminated Reason.

7.       Delete the Closed/Terminated Description.

8.       Once all fields are blank, select Save. The Application History screen is displayed.

Sponsor Application

The Sponsor Application screen provides access to the Sponsor’s annual application for the School Nutrition Programs 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.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Select View next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Select the revision link under the Latest Version column.   The Sponsor Application History for the designated school year is displayed.

4.       Select the application version you would like to view.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Select Add next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.

4.       Enter required information.

5.       Select Save.  A confirmation screen displays.

6.       Select <Edit to return to the Sponsor Application screen.
-OR-
Select Finish to return to the Application Packet screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.

4.       Modify any desired information.

5.       Select Save.  A confirmation screen displays.

6.       Select <Edit to return to the Sponsor Application screen.
-OR-
Select Finish to return to the Application Packet screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Select Modify next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.

4.       Select DELETE on the Edit menu in the top-right corner. 

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Select Revise next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.

4.       Modify any desired information.

5.       Select Save.  A confirmation screen displays.

6.       Select <Edit to return to the Sponsor Application screen you just modified.
-OR-
Select Finish to return to the Application Packet screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Select Admin next to the Sponsor Application packet item. The Sponsor Application for the designated school year is displayed.

4.       Enter information in the Internal Use Only section.

5.       Select Save.  A confirmation screen displays.

6.       Select <Edit to return to the Sponsor Application screen you just modified.
-OR-
Select Finish to return to the Application Packet screen.

Site Applications – School Nutrition Program

Sponsors must complete a Site Application for each of their sites participating in the School Nutrition Program in a specific school year. The Site Application screen provides access to the Site’s annual application for the School Nutrition Programs 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. This needs to be added and done by the time that the Sponsor is ready to submit the Sponsor Application for review and approval by the State.  This is a very important time for the Sponsor and every effort must be made to magnify the effects of these exertions.  If the Sponsor is able to receive reimbursement, the Sponsor will be able to support additional sites and create a much longer and more comprehensive site list.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.       Select View next to the site whose application you would like to view. The site’s Site Application is displayed.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.       Select Modify next to the site whose application you would like to view. The site’s Site Application is displayed.

5.       Modify any desired information.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the Site Application screen.
-OR-
Select Finish to return to the SNP Site List screen.

8.       Repeat Steps 4 through 7 for each site that will participate in the program.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.       Select Modify next to the site whose application you would like to delete.  The site’s Site Application is displayed.

5.       Select DELETE on the Edit menu in the top-right corner. 

6.       The system transfers you to the bottom of the screen and a warning message is displayed.

7.       Select the Delete button at the bottom of the page.  A confirmation message displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.       Select Revise next to the site whose application you would like to delete.  The site’s Site Application is displayed.

5.       Modify any desired information.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the Site Application screen.
-OR-
Select Finish to return to the SNP Site List screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.       Select Admin next to the site whose application you would like to review. The site’s Site Application is displayed.

5.       Enter information in the Internal Use Only section.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the Site Application screen.
-OR-
Select Finish to return to the SNP Site List screen.

Site Applications – Seamless Summer Option

Sponsors must complete a Site Application for each site participating in the Seamless Summer option program is a specific school year. The Site Application screen provides access to the Site’s annual application for the Seamless Summer Options 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.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.

3.       Under Site Applications, select Seamless Summer Option.  The Application Packet – Seamless Summer Option Site List screen displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.       Select View next to the site whose application you would like to view. The site’s SSO Site Application is displayed.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.       Select Modify next to the site whose application you would like to view. The site’s SSO Site Application is displayed.

5.       Modify any desired information.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the SSO Site Application screen.
-OR-
Select Finish to return to the Seamless Summer Option Site List screen.

8.       Repeat Steps 4 through 7 for each site that will participate in the program.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.       Select Modify next to the site whose application you would like to delete.  The site’s SSO Site Application is displayed.

5.       Select DELETE on the Edit menu in the top-right corner. 

6.       The system transfers you to the bottom of the screen and a warning message is displayed.

7.       Select the Delete button at the bottom of the page.  A confirmation message displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.       Select Revise next to the site whose application you would like to delete.  The site’s SSO Site Application is displayed.

5.       Modify any desired information.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the SSO Site Application screen.
-OR-
Select Finish to return to the Seamless Summer Option Site List screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select Seamless Summer Option.  The Application Packet - Seamless Summer Option Site List screen displays.

4.       Select Modify next to the site whose application you would like to view. The site’s SSO Site Application is displayed.

5.       Enter information in the Internal Use Only section.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the SSO Site Application screen.
-OR-
Select Finish to return to the Seamless Summer Option Site List screen.

Closing a Site

A site may be closed within the system, whereby applications cannot be submitted for the site.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.       Select the link under the Latest Version column.  The Site Application History screen is displayed.

5.       Select Close Site. The End Site Agreement screen is displayed.

6.       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.

7.       Select the Closed/Terminated Code.

8.       Enter the Closed/Terminated Reason.

9.       If desired, provide a description as to why the site is being closed in the Closed/Terminated Comment.

10.    Select Save.  The Site Application History screen is displayed with a message stating that the site’s enrollment is closed.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.

3.       Under Site Applications, select School Nutrition Program.  The Application Packet - SNP Site List screen displays.

4.       Select the link under the Latest Version column.  The Site Application History screen is displayed.

5.       Select Re-Open Site. The End Site Agreement screen is displayed.

6.       Delete the Closed/Terminated Date.

7.       Select the blank space from the drop-down menu for the Closed/Terminated Code.

8.       Delete the Closed/Terminated Reason.

9.       Delete the Closed/Terminated Description.

10.    Once all fields are blank, select Save. The Site Application History screen is displayed.

Food Service Management Company (FSMC) Contract List

If the Sponsor's School Nutrition Programs is managed by a Food Service Management Company (FSMC), then information regarding the FSMC contract is required as a part of the Application Packet.   The FSMC Application Packet item is initiated when the Sponsor has specified that they will be using a FSMC on their Sponsor application.  If the Sponsor has not specified that they will be using a FSMC for the respective year, the FSMC Contract List will not appear on the Application Packet screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to FSMC Contract List. The Food Service Management Company Contracts screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to FSMC Contract List. The Food Service Management Company Contracts list screen displays.

4.       Select the Create New Contract button. The Food Service Management Company Contract for the specified year is displayed.

5.       Select the company and initial year. The Company Contact Information is automatically populated.

6.       Enter additional contract information.

7.       Select Save. A confirmation screen displays.

8.       Select <Edit to return to the Food Service Management Company Contract screen.
-OR-
Select Finish to return to the Food Service Management Company Contracts list screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to FSMC Contract List. The Food Service Management Company Contracts list screen displays.

4.       Select Modify next to the company you want to modify.

5.       Modify any desired information.

6.       Select Save. A confirmation screen displays.

7.       Select <Edit to return to the Food Service Management Company Contract screen.
-OR-
Select Finish to return to the Food Service Management Company Contracts list screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to FSMC Contract List. The Food Service Management Company Contracts list screen displays.

4.       Select Modify next to the company you would like to delete.  The Food Service Management Company Contract screen is displayed.

5.       Select DELETE on the Edit menu in the top-right corner. 

6.       The system transfers you to the bottom of the screen and a warning message is displayed.

7.       Select the Delete button at the bottom of the page.  A confirmation message displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to FSMC Contract List. The Food Service Management Company Contracts list screen displays.

4.       Select the Admin option next to the company you would like to review and/or add comments.  The Food Service Management Company Contract screen is displayed.

5.       Enter information in the Internal Use Only section.

6.       Select Save Internal Use Only. A confirmation screen displays.

7.       Select <Edit to return to the Food Service Management Company Contract screen.
-OR-
Select Finish to return to the Food Service Management Company Contracts list screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to FSMC Contract List. The Food Service Management Company Contracts list screen displays.

4.       Select Modify next to the company you want to modify.

5.       Under the Early Termination Information section, identify that you are terminating the contract early and enter the date and reason for early termination.

6.       Select Save. A confirmation screen displays.

7.       Select <Edit to return to the Food Service Management Company Contract screen.
-OR-
Select Finish to return to the Food Service Management Company Contracts list screen.

Community Eligibility Provision Schedule

If the Sponsor is interested in participating in the Community Eligibility Provision offered by the USDA, the Community Eligibility Provision Schedule must be completed. 

·         This Application Packet item is automatically added to the Application Packet screen when the Sponsor answers “Yes” to the “Will any of your sites be participating in the Community Eligibility Provision (CEP) for the National School Lunch Program?” question under the Eligibility Information section of the Sponsor Application.

·         The Community Eligibility Provision Schedule will ONLY display sites that have identified that they would participate in “Non-Pricing-CEP” in the Pricing Information section of their Site Application.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Community Eligibility Provision (CEP) Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Add next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.       For each site, under the Group column, select whether the site will qualify based on its own site data by selecting “Individual” or if the site will qualify by being grouped with other sites by selecting the group number.

5.       Once all sites have been either identified as “Individual” or assigned to a group, select Save.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Modify next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.       The new site will be identified as “Unassigned” under the Group column.  Select the group to which the site should be associated or select “Individual” if the site qualifies based on its own student data.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Community Eligibility Provision (CEP) Schedule screen.
-OR-
Select Finish to return to the Application Packet screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Modify next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.       Select DELETE on the Edit menu in the top-right corner. 

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Admin next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.       Enter information in the Internal Use Only section.

5.       Select Save Internal Use Only. A confirmation screen displays.

6.       Select <Edit to return to the Community Eligibility Provision (CEP) Schedule screen.
-OR-
Select Finish to return to the Application Packet screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select View next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.

4.       Select the Export button.  A spreadsheet opens in Microsoft Excel that lists information displayed in the Grouping section of the Community Eligibility Provision (CEP) Schedule screen.

Meal Pattern Compliance Dashboard

Sponsors requesting performance-based reimbursement for the first time are required to submit an annual attestation.  The State will review the attestation in conjunction with required sample menus.  In addition, the State is responsible for approving qualifying new and renewal Sponsors for the additional performance-based funds for the months certified in the upcoming school year.  Both of these activities are performed as part of the Application Packet process via the Meal Pattern Compliance Dashboard.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.

4.       Select the Modify link in the Annual Attestation section of the Meal Pattern Compliance Dashboard.  The Annual Attestation screen displays. Enter the contact information.

5.       In the Document section, select the Add link to upload the respective file document.  The File Upload screen displays providing the ability to Browse and Upload a document.

6.       Select Upload to upload the document and return to the Attestation screen.

7.       Enter comments, if necessary.

8.       Select Save. A confirmation screen displays.

9.       Select < Edit to return to the Menu screen.
-OR-
Select Finish to return to the Meal Pattern Compliance Dashboard screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.

4.       Select the Modify link next to the Annual Attestation to modify.  The Annual Attestation screen displays.

5.       Modify any desired information.

6.       Select Save. A confirmation screen displays.

7.       Select < Edit to return to the Menu screen.
-OR-
Select Finish to return to the Meal Pattern Compliance Dashboard screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.

4.       Select the View link next to the Annual Attestation to view.  The Annual Attestation screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.

4.       Select the Modify link next to the Months Certified.  The Months Certified screen displays.

5.       Check the months certified for performance-based reimbursement.

6.       Enter comments, if necessary.

7.       Select Save. The Meal Pattern Compliance Dashboard screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Meal Pattern Compliance Dashboard. The Meal Pattern Compliance Dashboard screen displays.

4.       Select the View link next to the Months Certified.  The Months Certified screen displays.

Checklist

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.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Checklist Summary. The Checklist Summary screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Checklist Summary. The Checklist Summary screen displays.

4.       Select the Sponsor or Site whose checklist you wish to view.  The Checklist screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Checklist Summary. The Checklist Summary screen displays.

4.       Select the Sponsor or Site whose checklist you wish to update.  The Checklist screen displays.

5.       Identify whether the document has been submitted and the submission date.  The Date Submitted to ODE 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 to ODE.

6.       Select Save.  The Checklist Summary screen displays.

1.       Select the paper clip.  The Checklist File Upload Details screen displays.

2.       Use the Browse button to select the file to upload.  If desired, enter a brief comment (field is not required)

3.       Select Save.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Checklist Summary. The Checklist Summary screen displays.

4.       Select the Sponsor or Site whose checklist you wish to view.  The Checklist screen displays.

5.       Select INTERNAL USE ONLY on the Edit menu in the top-right corner.

6.       Identify if the document was received by checking the “Document on File w/ State Agency” checkbox.  If you have also reviewed the checklist item, select the Status and Status Date.

7.       Select Save Internal Use Only. A confirmation screen displays.

8.       Select <Edit to return to the Checklist screen.
-OR-
Select Finish to return to the Checklist Summary screen.

Notes

The Application Packet Notes screen allows state users to read and add notes regarding an entire Application Packet. This enables state users to efficiently communicate and log information pertaining to an Application Packet. Comments regarding a specific Application Packet item can be entered in the Internal Comments field in the Internal Use Only section of the respective screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Application Packet Notes. The Application Packet Notes screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Application Packet Notes. The Application Packet Notes screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Details next to Application Packet Notes. The Application Packet Notes screen displays.

4.       Select the Create a New Application Note button.  The Application Packet Note screen displays.

5.       Enter the Subject.

6.       Enter the Note.

7.       Select Save. A confirmation screen displays.

8.       Select <Edit to return to the Application Note screen.
-OR-
Select Finish to return to the Application Notes screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Application Packet. The Application Packet screen displays.

3.       Select Application Packet Notes. The Application Packet Notes screen displays.

4.       Under Date, select the date of the note you wish to delete. The Application Note screen displays.

5.       Select DELETE on the Edit menu in the top-right corner. 

6.       The system transfers you to the bottom of the screen and a warning message is displayed.

7.       Select the Delete button at the bottom of the page.  A confirmation message displays.

8.       Select Finish to return to the Application Notes screen.

Fresh Fruit and Vegetable Program Application

A Fresh Fruit and Vegetable Program Application must be completed for each Sponsor that will participate in the Fresh Fruit and Vegetable Program.  The Fresh Fruit and Vegetable Program Application is accessed from the Applications Menu screen; however, it can be submitted outside of the Application Packet cycle. 

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select FFVP Application Packet. The FFVP Application Packet screen displays.

3.       Select Detail next to the desired school year. The Fresh Fruit and Vegetable Program Application Packet for the designated school year is displayed.

4.       Select Add next to the FFVP Sponsor Application.

5.       Enter the Sponsor’s Contact Information and check each of the invited sites that will participate in the Fresh Fruit and Vegetable Program.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the Fresh Fruit and Vegetable Program Sponsor Application screen.
-OR-
Select Finish to return to the FFVP Application Packet screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select FFVP Application Packet. The FFVP Application Packet screen displays.

3.       Select Detail next to the desired school year.

4.       Select Modify next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.

5.       Update desired information.

6.       Select Save.  A confirmation screen displays.

7.       Select <Edit to return to the Fresh Fruit and Vegetable Program Application screen.
-OR-
Select Finish to return to the FFVP Application Packet screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select FFVP Application Packet. The FFVP Application Packet screen displays.

3.       Select Detail next to the desired school year.

4.       Select Modify next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.

5.       Select DELETE on the Edit menu in the top-right corner. 

6.       The system transfers you to the bottom of the screen and a warning message is displayed.

7.       Select the Delete button at the bottom of the page.  A confirmation message displays.

8.       Select Finish.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select FFVP Application Packet. The FFVP Application Packet screen displays.

3.       Select Details next to the desired school year.

4.       Select Admin next to the Fresh Fruit and Vegetable Program Application packet item. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.

5.       Enter information in the Internal Use Only section.

6.       Select Save Internal Use Only. 

Fresh Fruit and Vegetable Program Summary

The State uses the Fresh Fruit and Vegetable Program (FFVP) Summary screen to 1) identify Sponsors/Sites invited to apply for FFVP funding and 2) approve invited Sponsors/Sites to receive funding.  This menu option is available ONLY to authorized State users.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select FFVP Invitations and Approvals. The Fresh Fruit and Vegetable Program Summary screen displays.

Outside CRRS, the State determines which Sponsors/sites, to invite for Fresh Fruit and Vegetable Program participation.  Once the State has determined their invite list, they must identify the invitees within CRRS.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select FFVP Invitations and Approvals. The Fresh Fruit and Vegetable Program Summary screen displays.

3.       Select the count for the “Sponsors/Sites Invited to participate in the Fresh Fruit and Vegetable Program (FFVP)” option.  The Fresh Fruit and Vegetable Program Sites Invited screen displays. 

4.       Using the parameters provided, search for the Sponsor/Site you would like to identify as “invited” to apply for the Fresh Fruit and Vegetable Program.

5.       Select the checkbox next to each Sponsor/Site to invite.  If you would like to invite all the Sponsors/Sites displayed, check the “Invite All” checkbox.

6.       Select Save.  The respective Sponsors/Sites selected become display only.

1.       On the blue menu bar, select Applications.  

2.       From the Applications menu, select FFVP Invitations and Approvals. The Fresh Fruit and Vegetable Program Summary screen displays.

3.       Select the count for the “Sponsors/Sites Approved to participate in the Fresh Fruit and Vegetable Program (FFVP)” option.  The Fresh Fruit and Vegetable Program Sites Approved screen displays.  The screen defaults to all Sponsors/Sites that have a Fresh Fruit and Vegetable Program Application with a status of “Approved”. 

4.       Select the checkbox next to each Sponsor/Site to approve for funding.  If you would like to approve all the Sponsors/Sites displayed, check the “Approve All” checkbox.

5.       Select Save.  The respective Sponsors/Sites selected become display only.

Fresh Fruit and Vegetable Program Grants

The State must identify within CRRS the grant award amount for each Sponsor/Site approved to receive Fresh Fruit and Vegetable Program funds.  The allocation of grant funds is performed through the Fresh Fruit and Vegetable Grants screen.  This menu option is available ONLY to authorized State users.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select FFVP Grant Overview. The Fresh Fruit and Vegetable Program Grants – Site Grant Overview List screen displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Fresh Fruit and Vegetable Grant Allocations. The Fresh Fruit and Vegetable Grant Allocations screen displays.

3.       Enter grant information.

4.       Select Save. A confirmation screen displays.

5.       Select <Edit to return to the Fresh Fruit and Vegetable Program Grants – Site Grant screen.

-OR-
Select Finish to return to the Fresh Fruit and Vegetable Program Grants – Site Grant Detail List screen.

Verification Report

Sponsors use the Verification Report function to complete and submit the mandatory annual verification report to the State. The verification report contains information about sites collecting applications, site enrollment, eligibility information, and verification results.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Verification Report. The Verification Reports list screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Verification Report. The Verification Reports list screen displays.

3.       Select Modify next to the year that you would like to enter data into the Verification Report.  The Verification Report screen for the designated year selected is displayed.

4.       Enter information into the screen fields provided.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Verification Report screen.
-OR-
Select Finish to return to the Verification Reports list screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Verification Report. The Verification Reports list screen displays.

3.       Select Modify next to the year that you would like to delete an existing Verification Report.  The Verification Report screen for the designated year selected is displayed.

4.       Select DELETE on the Edit menu in the top-right corner. 

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

7.       Select Finish.

1.       On the blue menu bar, select Applications. 

2.       From the applications menu, select Verification Report. The Verification Reports list screen displays.

3.       Select Admin next to the year that you would like to update.  The Verification Report screen for the designated school year selected is displayed.

4.       Enter information in the Internal Use Only section.

5.       Select Save Internal Use Only. 

Verification Summary

The Verification Summary function allows State users to quickly and efficiently search for and view a summary of the verification report submission statistics. This menu option is available ONLY to authorized State users.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Verification Summary. The Verification Summary screen displays.

3.       Enter your search criteria and select Search. 

4.       The Verification Report Summary screen displays with data.

5.       Select the <Back button to return to the previous page.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Verification Summary. The Verification Report Summary search screen displays.

3.       Enter your search criteria and select Search.  The Verification Report Summary screen displays with data.

4.       Check the boxes next to each Sponsor to include in the email distribution -OR- select “Select All” to select all Sponsors displayed.

5.       Select Generate Email.

6.       In a new window, your desktop will open your email software to a new blank email page.  The Authorized Representative email addresses for the selected Sponsors appears in the “bcc:” field.

7.       Enter the email text and/or attach a letter.  Through your email software, you can now send the email notification.

Food Safety Inspections

The Food Safety Inspections screen allows Sponsors to enter annual food safety inspection information for each of their sites.  Food Safety Inspection reports are submitted for the prior year.  Hence, during the 2015-2016 year, Sponsors are submitting Food Safety Inspection reports for the 2014-2015 year.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

3.       Select Modify next to the year that you would like to enter data into the Food Safety Inspections screen.  The Food Safety Inspections screen for the designated year selected is displayed.

4.       Enter information into the screen fields provided.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Food Safety Inspections screen.
-OR-
Select Finish to return to the Food Safety Inspections list screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

3.       Select Modify next to the year that you would like to enter data into the Food Safety Inspections screen.  The Food Safety Inspections screen for the designated year selected is displayed.

4.       Select DELETE on the Edit menu in the top-right corner. 

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

7.       Select Finish.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Food Safety Inspections. The Food Safety Inspections list screen displays.

3.       Select Admin next to the year that you would like to update.  The Food Safety Inspections Report screen for the designated school year selected is displayed.

4.       Enter information in the Internal Use Only section.

5.       Select Save Internal Use Only.

Food Safety Inspections Summary

The Food Safety Inspections Summary function allows State users to quickly and efficiently view a summary of the Food Safety Inspections report submission statistics. This menu option is available ONLY to authorized State users.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Food Safety Inspections Summary. The Food Safety Inspections Summary screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Food Safety Inspections Summary. The Food Safety Inspections Summary screen displays.

3.       Under Count, select the on-screen report summary you wish to view.

4.       Select the <Back button to return to the previous page.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Food Safety Inspections Summary. The Food Safety Inspections Summary screen displays.

3.       Under Count, select the on-screen report summary you wish to view.

4.       Check the boxes next to each Sponsor to include in the email distribution -OR- select “Select All” to select all Sponsors displayed.

5.       Select Generate Email.

6.       In a new window, your desktop will open your email software to a new blank email page.  The Authorized Representative email addresses for the selected Sponsors appears in the “bcc:” field.

7.       Enter the email text and/or attach a letter.  Through your email software, you can now send the email notification.

Building Enrollment

The Building Enrollment screen allows Sponsors to enter their Building Enrollment and eligibility data for each of their sites.  The site must have an active approved application within the system. 

Once site-level October claim data has been entered into CRRS, the system will automatically pre-populate the fields on the Building Enrollment screen with the respective October claim data.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Building Enrollment. The Building Enrollment list screen displays.

3.       Select Detail for the respective school year to view site-level data.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Building Enrollment. The Building Enrollment list screen displays.

3.       Select Modify next to the year that you would like to enter data into the Site Enrollment screen.  The Site Enrollment Site List screen for the designated reporting month is displayed.

4.       Select a specific site.  The respective site’s Building Enrollment screen is displayed.

5.       Enter Enrollment and Eligibility data based on the last operating day of October.

6.       Select Save. A confirmation screen displays.

7.       Select <Edit to return to the Site Enrollment screen.
-OR-
Select Finish to return to the Site Enrollment list screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Building Enrollment. The Building Enrollment list screen displays.

3.       Select Modify next to the year that you would like to enter data into the Site Enrollment screen.  The Building Enrollment screen for the designated year selected is displayed.

4.       Select DELETE on the Edit menu in the top-right corner. 

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

7.       Select Finish.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Building Enrollment. The Building Enrollment list screen displays.

3.       Select Admin next to the year that you would like to update.  The Building Enrollment screen for the designated school year selected is displayed.

4.       Enter information in the Internal Use Only section.

5.       Select Save Internal Use Only. 

Community Eligibility Provision

The Community Eligibility Provision screen allows Sponsors to enter their April Directly Certified (DC) Identified Students and Site Enrollment data for each of their sites.  This data is used to report to USDA each April (i.e., “April data collection) and in determining a site’s potential eligibility in participating in the USDA Provision 4 CEP program. Sites which have a 40% or greater percentage of DC are eligible for this option. Sites whose percentage is between 30.00% - 39.99% are potentially eligible.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays

3.       Select Detail next to the year that you would like to enter data into the Site Enrollment screen.  The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.

4.       Enter number of Directly Certified students and the total student Enrollment for each site.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Site Enrollment screen.
-OR-
Select Finish to return to the Site Enrollment list screen.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays

3.       Select Detail next to the year that you would like to enter data into the Site Enrollment screen.  The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.

4.       Select DELETE on the Edit menu in the top-right corner. 

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

7.       Select Finish.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays

3.       Select Detail next to the year that you would like to enter data into the Site Enrollment screen.  The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.

4.       Enter information in the Internal Use Only section.

5.       Select Save Internal Use Only. 

Download Forms

The Download Forms function allows users to view, download and/or print all forms and documents made available on the site by the State.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Download Forms. The Download Forms screen displays.

1.       On the blue menu bar, select Applications. The Applications menu screen displays.

2.       On the menu, select Download Forms. The Download Forms screen displays a list of all available forms.

3.       Select the Form ID of the form you wish to download.  If the form is a document, a gray dialog box appears.

4.       Select Open to view the form.
- OR -
Select Save to save the form to your computer.

5.       Select the <Back button to return to the previous screen.

The CRRS 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

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.

The following table identifies the steps related to submitting and processing a claim:

Claims Menu

Sponsors use the Claims Menu to access claim functions, view current claim rates, or view payment summaries.

Claim Dates

Various dates are used in the CRRS claims function. The following table identifies and describes the dates used:

Claim Entry

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. In order to create a claim in a given month, an approved Application Packet must be in effect for the period.

1.       On the blue menu bar, select Claims. The Claims menu screen displays.

2.       From the Claims menu, select the type of claim you would like to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

If a Sponsor has already been selected, the Claim Summary screen displays.
If no Sponsor has been selected, use the Sponsor Search to search for and select a Sponsor.

3.       Select the Claim Month you would like to submit a claim.  The Claim Month Details screen displays.

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.  Note: 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, you can access a specific claim form or a summary of the submitted claim.

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, ormodify.

To add 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).

1.       From the Claims menu, select the type of claim you would like to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.       Select the desired 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 you wish to add an original claim. The Claim for Reimbursement screen displays.

3.       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.

4.       Select Save. The Claim Month Details screen displays.

5.       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.

Claims can be modified as many times as desired until the claim has been submitted and processed by the State for payment distribution.

1.       From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.       Select the desired 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 Claim for Reimbursement screen displays

3.       Update claim information.

4.       Select Save. The Claim Month Details screen displays.

5.       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.

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.

1.       From the Claims menu, select the type of claim you would like to enter (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.       Select the desired Claim Month. The Claim Month Details screen displays.

3.       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 Claim for Reimbursement screen displays

Note: The Add Revision button will only display on Claim Month Details screens that currently have no claims created.

4.       Make any necessary changes to the claim.

5.       Select Save. The Claim Month Details screen displays.

6.       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 revised claim, check the Certification box and select the Submit for Payment button.

1.       From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.       Select the desired Claim Month. The Claim Month Details screen displays.

3.       If the Sponsor is performing Sponsor-level claiming, select View.  The Claim for Reimbursement 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 you wish to view. The Claim for Reimbursement screen displays

The Claim Summary allows you 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.

1.       From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.       Select the desired Claim Month. The Claim Month Details screen displays.

3.       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 Summary to the left of the Site Name you wish to view. The Claim for Reimbursement Summary screen displays

To delete 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.

1.       From the Claims menu, select the type of claim you would like to view (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.       Select the desired Claim Month. The Claim Month Details screen displays.

3.       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 you wish to view. The Claim for Reimbursement screen displays

4.       Select Delete in the Edit menu in the upper-right corner.

5.       The system transfers you to the bottom of the screen and a warning message is displayed.

6.       Select the Delete button at the bottom of the page.  A confirmation message displays.

7.       Select Finish.

To enter Internal Use Only information for a Site-level claim

1.       From the Claims menu, select the type of claim you would like to review (e.g., SNP, SSO or FFVP). The Claim Year Summary screen displays.

2.       Select the desired Claim Month. The Claim Month Details screen displays.

Select Claim in the Claim Items column.  The Claim Site List screen displays. Under Actions, select Modify to the left of the Site Name you wish to view. The Claim for Reimbursement screen displays

3.       Select INTERNAL USE ONLY from the top right of the screen.

4.       Enter information in the Internal Use Only section.

5.       Select Save Internal Use Only.  A confirmation screen displays.

6.       Select <Edit to return to the Claim for Reimbursement screen.
-OR-
Select Finish to return to the Claim Month Details screen.

Claim Rates

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 ODE staff through the Claim Rate Maintenance screens in the Maintenance and Configuration module.  

1.       From the Claims menu, select Claim Rates. The Claim Rates screen displays.

2.       Use the <Back button to return to the Claims menu.

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 represents payments that have been scheduled.  Payments from payment batches are grouped by program and sorted by date.

1.       From the Claims menu, select Payment Summary. The Payment Summary List screen displays.

2.       Use the <Back button to return to the Claims menu.

1.       From the Claims menu, select Payment Summary. The Payment Summary List screen displays.

2.       Select the payment record you wish to view.  The payment summary information displays for all payments included in the payment batch.

3.       Select the <Back button to return to the previous screen.

Reports

About Reports

The Reports component of the SNP module enables users to run, view, and print reports containing data maintained within CRRS. The Report List contains all reports available within the SNP module. Once a user selects a particular report, CRRS may prompt the user for additional parameters information.

Access to Reports is generally provided to authorized State users to help review and manage statewide data.  The Reports menu displays only reports to which the user has access.

1.       On the blue menu bar, select Reports. The Reports menu screen displays.

2.       Select the report you wish to generate.  The respective report’s parameters screen will display.

3.       Identify the reports parameters.

4.       Select Create Report. The report is generated and displays in a new browser window.

Report Parameters

Most reports require one or more parameters to be entered in order to customize the report to the user’s specific needs. Report parameters are useful to also limit data contained in the report or control how the information is sorted or grouped. Below is an example of a report parameters screen.

Report

Below is an example of a generated report.  From this window, the user can:

• View the report, page-by-page.

• Change the zoom percentage of the displayed report.

• Search the report using the “Find/Next” feature.

• Select to export the report data (see next section).

• Select to print the report or specific pages.

Once the report is generated, the user can export the report in a variety of formats including: .XML, .CSV, .PDF, and Microsoft Excel.

1.       In the top menu bar of the generated report, select a format in the Select a format box.  The Export link becomes active.

2.       Select Export.

3.       The system will open a new window and display a pop-up confirmation asking if you would like to open or save the file.

4.       Select either the Open or Save option.

5.       Your desktop software will manage the opening or saving of the file.

Security

Security menu

The Security menu option within the School Nutrition Programs module is the access point to the Change Password and User Manager functions.

1.       Select Security on the blue menu bar at the top of the page.
The Security menu displays.

2.       Select a security item to access that security function.

1.       On the blue menu bar, select Security.

2.       On the Security menu, select Change Password.  The Change Password screen displays.

3.       Enter your New Password.

4.       Re-Enter your New Password.

5.       Select Save. A confirmation message displays.

6.       Select <Edit to return to the Change Password screen you just modified.
-OR-
Select Finish to return to the Security menu.

This section of the manual provides information on how the State can review and approve Application Packets through CRRS.

Submitting an Application Packet

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 State user should follow the following steps:

1.       Assign the Application Packet to a State consultant (this may be yourself).  For additional information, see the Assign an Application Packet section.

2.       Review the Sponsor Application.

o    Select the Admin option next to the Sponsor Application item.

o    Review the application.

o    Update the Internal Use Only section of the application.

o    Enter Internal Comments, if desired.

o    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”.

3.       Review the FSMC Contract List (if applicable).

o    Select the Details option next to the FSMC Fact Sheet item.  The FSMC Contract List is displayed.

o    Select each submitted contract and review the packet item.

o    Update the Internal Use Only section of the packet item with Internal Comments, if desired.

o    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.

4.       Review each School Nutrition Program Site application.

o    Select the Admin option next to the site application item.

o    Review the application.

o    Update the Internal Use Only section of each site application.

o    Enter Internal Comments and Comments to Sponsor, if desired.

o    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 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 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”.

5.       Review the Community Eligibility Provision (CEP) Schedule (if applicable).

o    Select the Admin option next to the Community Eligibility Provision (CEP) Schedule item.  The Community Eligibility Provision (CEP) Schedule is displayed.

o    Review the data submitted.

o    Update the Internal Use Only section of the packet item with Internal Comments, if desired.

o    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.

6.       Review the Checklist items (if applicable).

o    Select the Details option next to Checklist Summary.  The Checklist Summary is displayed.

o    Select each checklist item for the Sponsor and each site.

o    Select INTERNAL USE ONLY from the top right of the screen.

o    For each checklist item received and reviewed, identify that the items was 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 Sponsors, only a single level of approval is required.  Once the renewal applications and required packet items have all been reviewed and approved by ODE, 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 Sponsor 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. 

o    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.

o    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”. 

o    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 the button has been selected, this button will not display; however, the Approve button will be displayed.

o    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. 

o    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”. 

o    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”.

o    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. 

o    Pending Validation

The application has a status of “Pending Validation” when the application has not yet been opened or saved. 

o    Error

The application has a status of “Error” if it has failed system validation rules. Data entered is maintained.

o    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.

o    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.

o    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).

o    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.

o    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.

o    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. 

o    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”).

o    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.

o    Error

The claim has a status of “Error” when the claim has been submitted and has business rule violations.

o    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.

o    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.

o    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. 

The claim can still be modified.  A revision is not necessary until the claim is included by the State in a batch payment process.

o    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, the batch process has not run.

The claim cannot be modified.  If the claim requires a change, a revised claim must be submitted.

o    Processed

Claim has been fully processed by ODE and has been sent to the State’s Accounting Office for disbursement of funds.