Online Help

Welcome to the Child Nutrition Information and Payment System (CNIPS) user manual for the Child and Adult Care Food Program module. CNIPS 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. This manual will provide:

§  A general explanation of each feature available.

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

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

Web Site Benefits and Features

CNIPS 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.

Getting Started

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

Accessing the Web Site

You can access CNIPS from any computer connected to the Internet by opening your Internet browser and entering the CNIPS URL in the browser’s address line.   The CNIPS URL for the production environment is: https://cnips.education.ky.gov

About the CNIPS Home Page

The CNIPS Home Page consists of three major sections:

·         Bulletin Board.

·         Log on.

·         Links.

The bulletin board is managed by SCN 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:

·         Selecting the Need Help? link will transfer the user to a webpage where the user can send a support request or request a User ID and password.

·         Selecting the SNP Program Resources link will transfer the user to a webpage that provides additional information on the National School Lunch Program.

·         Selecting the CACFP Program Resources link will transfer the user to a webpage that provides additional information on the Child and Adult Care Food Program.

·         Selecting the SFSP Program Resources link will transfer the user to a webpage that provides additional information on the Summer Food Service Program.

·         Selecting the Training Registration link will open the Training Registration module, enabling Sponsors to review and register for courses offered by SCN. 

Logging On

1.       Access CNIPS 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 CNIPS Programs page.

CNIPS Content Overview

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

CNIPS Programs Page 

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

Child and Adult Care Food Program Home Page

The Child and Adult Care Food Program home page contains the message board used by state administrators to post and maintain program-specific messages. Messages may contain important news regarding the submission due dates, upcoming training, legislative changes, or any other program-specific information.

1.       Log on to the CNIPS web site.

2.       On the Programs screen, select Child and Adult Care Food Program.

3.       The Child and Adult Care Food Program home page displays.

From the Child and Adult Care Food Program home page, you can select a menu item from the blue menu bar at the top of the page. The Child and Adult Care Food Program menu bar contains only menu items specific to the Child and Adult Care Food Program. 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, CNIPS 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 Program Year

Information for Sponsors and sites is displayed based on the selected program year. Upon logging on to the system, the “active” program 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 program 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 CACFP 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. Then select Sponsor 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. 

If the type of search is identified as “includes”, the system will search for any Sponsor that includes the parameter in any portion of the selected field.  For example, if the user entered “386” in the Sponsor ID parameter, the system will retrieve Sponsors with Sponsor IDs of “00386” and “01386”.

If the type of search is “exact match”, the system will search only for any Sponsor that exactly matches the parameter.  For example, if the user selected “Collin” in the County parameter, the system will retrieve all Sponsors associated with the county of Collin.

If the “Search all available Programs” checkbox is checked, the results display changes in appearance.  The system will ignore all search criteria except for the Sponsor ID and Sponsor Status.  If the Contracting Name is entered, and no Sponsor ID is entered, the system will ignore all search criteria except for Sponsor Name.  If no parameters are entered, the system will retrieve all Sponsors in all programs. 

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

4.       Select Sponsor Search.  The Sponsor Search screen displays.

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

6.        Select Add New Sponsor at the bottom of the screen results section.  The Add New Sponsor screen displays.

7.       Enter the Sponsor name and select Search.  If CNIPS detects a Sponsor(s) within the database that has the same/similar name, it will display existing Sponsors in order to ensure that the user is not adding a duplicate Sponsor.

8.       If the Sponsor that was to be added already exists and is displayed in the Potential Duplicates section, select the Sponsor name to transfer to the existing Sponsor Profile.

9.       If the Sponsor does not exist in the database, select the Add button to transfer to a blank Sponsor Profile screen for data entry.  Refer to the Sponsor Profile section.

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, License #, or Street Address in the respective text box(es).

4.       Select Search.

5.       Select the desired Site.

Applications

Now that you know how to access and log on to CNIPS, the remainder of the manual will explore the functions of the Child and Adult Care Food Program module. Let’s first look at the Applications component of CNIPS, where users manage enrollment of Sponsors and sites.

About the Program Year Enrollment Process

In order to participate in the Child and Adult Care Food Program, Sponsors must submit an Application Packet to the State for review and approval. Before beginning the Application Packet, Sponsors must select the “Add” action on the Application Packet screen.  The user is then transferred to a blank CACFP Sponsor application screen. A new Application Packet must be submitted and approved for each program year. Once the Application Packet is approved, monthly claims for reimbursement may be submitted. 

Submitting an Application Packet

The Sponsor can submit the Centers or Day Care Home Application Packet to the State once the application is deemed complete by the system. In order to be able to submit an Application Packet, the packet must contain:

·         A completed Sponsor Application with no errors.

·         At least one completed CACFP Site/Provider Application with no errors.

·         A completed Budget Detail with no errors.

·         A Board of Directors Members List must exist and contain no errors.

·         All items in the Checklist are identified as submitted to SCN.

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 Child and Adult Care Food Program 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.

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 year to year (e.g., name, identifiers, type of agency, etc.).

A state user must initially register a Sponsor through the Sponsor Profile screen before a CNIPS User ID.

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 Center 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.

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

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

3.       Select Site Manager.  The Sponsor 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 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 Site Profile 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.

Note: On this screen, “Child & Adult Care Food Program” refers to the Centers program.

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.

Note: On this screen, “Child & Adult Care Food Program” refers to the Centers program.

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 Child and Adult Care Food Program (CACFP), Sponsors must submit an Application Packet to the State for review and approval. At the beginning of each program year, Sponsor data is rolled over and must be verified by Sponsors prior to submitting any claims.

There are two types of CACFP Application Packets—a Center Packet and a Day Care Home Packet. The overall application process is the same for both types, though some forms differ in content.

Generally, the Application Packet contains the Sponsor application, site/Provider application(s), Board of Directors, Budget Detail and any required Checklist items. After selecting Application Packet from the Applications menu, each required packet item and its status displays. A red arrow displays beside packet items that are not complete, while a green arrow displays for packet items that have been completed without error. 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: Once an Application Packet has been approved, the Application Packet must be re-submitted for approval if any of the following items have been revised:

·          Sponsor Application

·          Center Application

·          Board of Directors

·          Budget Detail

An Application Packet does not need to be re-submitted for DCH Provider Application modifications or revisions.

Application Packet – Center and DCH Sponsors

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

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

3.       Select the packet item you want to access.

If the Application Packet has been submitted for approval by the Sponsor, it becomes “read only” to the Sponsor.  The Application Packet screen is displayed with the following message to help make the Sponsor aware that they can no longer modify the submitted packet during this time.

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

2.       On the menu, select Application Packet – Center or Application Packet – DCH.  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 assigned 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 – Center or Application Packet – DCH. If necessary, search for and select a Sponsor.  The Application Packet screen displays.

2.       Associated with the Sponsor Application, 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 – Center or Application Packet – DCH.  If necessary, search for and select a Sponsor.  The Application Packet screen displays.

2.       Associated with the Sponsor Application, 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 Child and Adult Care Food Program. The Sponsor is required to complete a new Sponsor application annually; however, if an application is contained within the system from the previous year, the State has identified select application data that rolls over from the previous year and pre-fills a new year’s application.

1.       On the blue menu bar, select Applications. 

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

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

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet – Center or Application Packet – DCH. 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 program 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 – Center or Application Packet – DCH. 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 program 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 – Center or Application Packet – DCH. 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 program 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 – Center or Application Packet – DCH. 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 program 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 – Center or Application Packet – DCH. 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 program 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 – Center or Application Packet – DCH. 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 program 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 Application(s) (for CACFP Centers)

Sponsors serving as CACFP Centers must complete a Site Application for each of their sites. The Site Application screen provides access to the annual application for the Child and Adult Care Food Program for both new and renewing sites. Applications must be completed annually; however, if an application is contained within the system from the previous year, the State has identified select application data that rolls over from the previous year and pre-fills a new year’s application.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

4.       At the bottom of the site list, select Add Site.  The Available Site(s) screen displays. 

5.       If the site you would like to add an application for is listed, select the site.  If the site you would like to add an application for is not listed, select Add New Site. If selecting ‘Add New Site’, the ‘Quick’ Site Profile screen displays.

6.       The system automatically defaults the Site ID to the next available ID for this Sponsor.  For new sites, this value can be overridden if needed. 

7.       For new sites, enter the Site Name and County. 

8.       Select Save.  The Site Application for the new site is displayed.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List 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 - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

4.       Select Modify next to the site whose application you would like to view. The 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 CACFP 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 - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

4.       Select Modify next to the site whose application you would like to delete.  The 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 - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

4.       Select Revise next to the site whose application you would like to revise.  The 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 CACFP Site List screen.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

4.       Select Admin next to the site whose application you would like to review. The 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 CACFP 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 - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

4.       Select the link under the Latest Version column for the desired site.  The 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 - Center. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Site Application(s). The CACFP - Application Packet Site List displays.

4.       Select the link under the Latest Version column for the desired site.  The Site Application History screen is displayed.  If accessing Provider Application(s), first select View next to the Provider.

5.       Select Re-Open Site or Edit Provider Closure. 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.

Provider Application(s) (for CACFP Day Care Homes)

Sponsors must complete a Provider Application for each of their Providers. The Provider Application screen provides access to the annual application for the Child and Adult Care Food Program for both new and renewing Providers. New applications must be completed annually.  Existing Provider applications are automatically “rolled over” and do not require additional submission if no changes are made.  CNIPS will automatically set them to an Approved status upon rollover.  If the Sponsor changes a Provider application, it is moved into a Pending Validation status.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       Under Site Applications, select Provider Application(s). The CACFP - Application Packet DCH Provider List displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       At the bottom of the site list, select Add Provider.  The Add Provider screen displays.

5.       Enter the applicable search criteria and click Search.

6.       If the Provider you would like to add an application for is listed, select the Add link.  If the site you would like to add an application for is not listed, enter the first and last name and select Add New Provider. A new Provider Application displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Details next to the Provider whose application you would like to view.

5.       Select View next to view the respective version of the application.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Details next to the Provider whose application you would like to modify.

5.       Select Modify next to the Provider whose application you would like to view. The Provider Application is displayed. 

6.       Modify any desired information.

7.       Select Save.  A confirmation screen displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Details next to the Provider whose application you would like to delete.

5.       Select the Modify link for the desired application version. The Provider Application is displayed. 

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

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

8.       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 - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Details next to the Provider whose application you would like to revise.

5.       Select the Revise link for the desired application version. The Provider Application is displayed. 

6.       Modify any desired information.

7.       Select Save.  A confirmation screen displays.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Details next to the Provider whose application you would like to view.

5.       Select the Admin link for the desired application version. The Provider Application is displayed. 

6.       Enter information in the Internal Use Only section.

7.       Select Save.  A confirmation screen displays.

Closing a Provider

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

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Details next to the Provider you would like to close.

5.       Select Close Provider. 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 Comment(s).

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 - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Details next to the Provider you would like to close.

5.       Select Edit Provider Closure. 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.

Once all fields are blank, select Save. The Provider Application Effective Dates screen is displayed.

Transferring a Provider

A Provider may be transferred from one Sponsor to another within the system.

1.       On the blue menu bar, select Applications. 

2.       From the Applications menu, select Application Packet - DCH. (If you have not selected a Sponsor, the Sponsor Search screen displays.) The most current year’s Application Packet screen displays for the selected Sponsor.

3.       SelectProvider Application(s). The CACFP - Application Packet DCH Provider List displays.

4.       Select Add Provider.

5.       Search for the desired Provider by type, license number and/or last name. If the Provider is eligible to be transferred, a Transfer link displays.

6.       Select Transfer. The Provider Transfer screen displays.

7.       Enter the Transfer Start Date. (The Transfer Start Date must occur after the Transfer Close Date and cannot occur in the same month as the Transfer Close Date.)

8.       Enter the Close Date.

9.       Enter the Transfer Reason.

10.    If desired, enter any comments.

11.    Select Save. 

Board of Directors

The Board of Directors Member List details all board members associated with the Center or Day Care Home. This form must be completed as part of the Application Packet.  There is no variance between a Board of Directors screen for a Center or a Day Care Home.

1.       On the blue menu bar, select Applications. 

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

3.       Select Add for the Board of Directors.

4.       Select Add Member. The Board of Directors – Member Information screen displays.

5.       Complete the Board Member Information.

6.       Select Save.

7.       Select Finish to return to the Board of Directors Member List.

1.       On the blue menu bar, select Applications. 

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

3.       Select Details for the Board of Directors Board Member List.

4.       Select View or Modify to access Board of Directors – Member Information.

5.       Modify any desired information.

6.       Select Save.

7.       Select Finish to return to the Board of Directors Member List.

1.       On the blue menu bar, select Applications. 

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

3.       Select Details for Board of Directors Board Member List.

4.       Select Add Member.

5.       Complete the Board of Directors – Member Information screen.

6.       Select Save.

1.       On the blue menu bar, select Applications. 

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

3.       Select Details for Board of Directors Board Member List.

4.       Select Modify for the member you wish to delete.

5.       Select Delete in the top-right corner.

6.       Select Delete at the bottom of the screen to confirm.

1.       On the blue menu bar, select Applications. 

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

3.       Select Admin for Board of Directors Board Member List.

4.       Review all information.

5.       Select the Reviewed checkbox.

6.       Select Save.

Budget Detail

The Budget Detail screen must be completed by all Center and Day Care Home Sponsors. The budget screen varies depending if the budget is for a Center or for a Day Care Home.  The system will not allow an Application Packet to be submitted without an error-free Budget.  Once a Budget is approved, a revision (i.e., a new version) must be created.

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

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

3.       Select View next to Budget Detail. The most current Budget Detail screen displays.

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

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

3.       Select Add next to Budget Detail. A blank Budget Detail screen displays.

4.       Complete the form.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Budget Detail 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 – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

3.       To view the most current Budget Detail, select View next to Sponsor Budget Detail. The Budget Detail screen displays.

–OR-

To view a prior Budget Detail, select the revision link under the Latest Version column.   The Sponsor Budget History for the designated program year is displayed.

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

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

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

3.       Select Modify next to Budget Detail. The Budget Detail screen displays with the most current, un-submitted budget data.

4.       Modify any desired information.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Budget Detail 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.       From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

3.       Select Revise next to Budget Detail. The Budget Detail screen displays with the most current budget data.

4.       Modify any desired information.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Budget Detail 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.       From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

3.       Select Admin next to Budget Detail.  The Budget Detail screen displays.

4.       Review the budget information submitted. 

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 Budget Detail 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.       From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

3.       Select Modify next to Budget Detail. The Budget Detail screen displays.

4.       Select Delete in the top-right corner.

5.       Select Delete at the bottom of the screen to confirm.

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.       From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

3.       Select Details for the Checklist. The Checklist Summary screen displays.

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

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

3.       Select Details for the Checklist. The Checklist Summary screen displays.

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

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

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

3.       Select Details for the Checklist. The Checklist Summary screen displays.

4.       Select the Sponsor or Site/Provider 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 SCN 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 SCN.

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.       From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

3.       Select Details for the Checklist. The Checklist Summary screen displays.

4.       Select the Sponsor or Site/Provider 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/SCN” 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.       From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

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

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

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

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

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

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

3.       Select Details for 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.       From the Applications menu, select Application Packet – Centers or Application Packet – DCH. The current year’s Application Packet screen displays.

3.       Select Details for 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.

Actual Cost Quarterly Report (ACQR)

Sponsors submit their quarterly actual costs through the Actual Cost Quarterly Report (ACQR) screen. 

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

2.       On the menu, select ACQR – Centers or ACQR – DCH. The respective Actual Cost Quarterly Report List screen displays.

3.       Select the quarter of the report you would like to access.

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

2.       On the menu, select ACQR – Centers or ACQR – DCH. The respective Actual Cost Quarterly Report List screen displays.

3.       Select View for the quarter of the report you would like to access.  The Quarterly Revenue Expenditure screen displays.

4.       Select <Back to return to the previous screen.

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

2.       On the menu, select ACQR – Centers or ACQR – DCH. The respective Actual Cost Quarterly Report List screen displays.

3.       Select Add for the quarter of the report you would like to access. The Quarterly Revenue Expenditure screen displays.

4.       Enter Cost data for the respective quarter.  The system will calculate Year to Date Revenues, Budget Balance, and Percentage Budget Earned.

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Quarterly Revenue Expenditure screen.
-OR-
Select Finish to return to the Actual Cost Quarterly Report List screen.

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

2.       On the menu, select ACQR – Centers or ACQR – DCH. The respective Actual Cost Quarterly Report List screen displays.

3.       Select Modify for the quarter of the report you would like to access.  The Quarterly Revenue Expenditure screen displays.

4.       Modify any desired information. The system will calculate Year to Date Revenues, Budget Balance, and Percentage Budget Earned

5.       Select Save. A confirmation screen displays.

6.       Select <Edit to return to the Quarterly Revenue Expenditure screen.
-OR-
Select Finish to return to the Actual Cost Quarterly Report List screen.

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

2.       On the menu, select ACQR – Centers or ACQR – DCH. The respective Actual Cost Quarterly Report List screen displays.

3.       Select Admin for the quarter of the report you would like to access.  The Quarterly Revenue Expenditure screen displays.

4.       Review the cost information submitted. 

5.       Update status in the Internal Use Only section.

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

7.       Select <Edit to return to the Quarterly Revenue Expenditure screen.
-OR-
Select Finish to return to the Actual Cost Quarterly Report List screen.

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.

Claims

The CNIPS 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 fifteen 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 CACFP claim functions, view current claim rates, or view payment summaries. From the menu, select a claims item to access that claim function.

Claim Dates

The table below lists and describes the various dates used throughout the Claims functions of the system:

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 15 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.

Note: The general claims functionality is the same for both Centers and Day Care Homes.

1.       On the blue menu bar, select Claims.

On the Claims menu, select Claim Entry – Centers or Claim Entry - DCH.

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.

2.       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

If the Sponsor has been identified by the State as performing site-level claiming on the Sponsor Profile screen, the Sponsor would use the Claim Site List screen to select the site whose claim to add, view, or modify.

Claims can be entered for each eligible month in the program 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 Claim Entry – Centers orClaim Entry - DCH. The Claim Year Summary screen displays.

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

3.       Select Add Original Claim button.  If the Sponsor is performing Sponsor-level claiming, the Claim for Reimbursement screen displays.  

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.

4.       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.

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 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 Claim Entry – Centers orClaim Entry - DCH. 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 Modify.  The Claim for Reimbursement screen displays.  

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.       Update claim information.

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 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 Claim Entry – Centers orClaim Entry - DCH. 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 Add Revision button.  The Claim for Reimbursement screen displays.  

If the Sponsor is performing site-level claiming, the Claim Site List screen displays. Under Actions, select Revise to the left of the Site Name whose claim you wish to revise. The Claim for Reimbursement screen displays.

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 Claim Entry – Centers orClaim Entry - DCH. 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.   A Claim Summary is not available until a claim has been submitted with no errors.

1.       From the Claims menu, select Claim Entry – Centers orClaim Entry - DCH. The Claim Year Summary screen displays.

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

3.       Select Summary.  The Claim for Reimbursement Summary screen displays.  

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 Claim Entry – Centers orClaim Entry - DCH. 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 Modify.  The Claim for Reimbursement screen displays.  

If the Sponsor is performing site-level claiming, the Claim Site List screen displays. If you wish to delete a claim for only one of the sites, under Actions, select Modify to the left of the Site Name you wish to view. (If you wish to delete the entire claim, skip this step.) 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.

1.       From the Claims menu, select Claim Entry – Centers orClaim Entry - DCH. 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.  If you wish to access the Internal Use Only section for only one of the sites, under Actions, select Modify to the left of the Site Name you wish to view. (If you wish to access the Internal Use Only section for the entire claim, skip this step.) 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 SCN staff through the Claim Rate Maintenance screens in the Maintenance and Configuration module.  

1.       From the Claims menu, select Claim Rates – Centers orClaim Rates - DCH. The applicable 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 program 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

Standard Reports for the Child and Adult Care Food Program are available to users through the CNIPS Reports component.

About Reports

The Reports component of the CACFP module enables users to run, view, and print reports containing data maintained within CNIPS. The Report List contains all reports available within the CACFP module. Once a user selects a particular report, CNIPS 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

Most CACFP reports automatically open in a new window using Microsoft Excel so that the user can manipulate and format the data as needed without assistance from a technical person.  If a report is not generated automatically in Microsoft Excel (i.e., the report is s Microsoft Report Services reports) a window opens that allows the user to:

§  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.

If the report does not default to a Microsoft Excel format, 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

System-authenticated users (i.e., users that are logged on) may change their password through the Change Password feature.

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.

Application Packet Process

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

Submitting a CACFP 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:

For Center Sponsors:

• The Sponsor Application must contain no errors.

• At least one Site Application must exist and contain no errors.

• A Board of Directors Members List must exist and contain no errors.

• A Budget 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 a CACFP 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 each submitted site/Provider 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”.

3.       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”.

4.       Review the submitted Board of Directors.

5.       Review the submitted Budget Detail.

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    SelectINTERNAL 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 a CACFP Application Packet

For new Sponsors (Centers and Day Care Homes), all original forms must be reviewed. 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 (Centers and Day Care Homes), two levels of approval are required.  Initially, an authorized State user must 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.

Once the renewal applications and required packet items have all been reviewed and approved by SCN, 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    Incomplete

§  The Board of Directors has a status of “Incomplete” when the data has been rolled over from the previous program year and the State is reviewing the Application Packet for a Base Year Renewal. In order to approve the Application Packet, the reviewing SCN user needs to indicate that the Board of Directors has been reviewed.

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 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 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 SCN and has been sent to the State’s Accounting Office for disbursement of funds.