KN-CLAIM
Kansas Nutrition - CLaims And Information Management Quick Reference for Sponsor & Site Applications
Child Nutrition & Wellness Kansas State Department of Education May 2018
Child Nutrition & Wellness Kansas State Department of Education Landon State Office Building 900 SW Jackson Street, Suite 251 Topeka, KS 66612-1212
Phone: 785-296-2276 Fax: 785-296-0232 www.kn-eat.org
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
(1) Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410;
(2) Fax: (202) 690-7442; or
(3) Email: [email protected].
This institution is an equal opportunity provider.
Your comments and suggestions are always welcome. If you have questions, please call 785-296- 2276 or contact your area consultant.
KN-CLAIM Quick Reference for Sponsor & Site Applications
What is KN-CLAIM?
KN-CLAIM is the Child Nutrition & Wellness web-based computer system. The acronym stands for Kansas Nutrition – CLaims And Information Management. KN-CLAIM is used to update the Sponsor Application and Site Application(s). It is also used to submit (i.e. upload) the following additional documents that are part of the annual program renewal process: Letter to Household Household Application Packet for Free and Reduced Price School Meals Notification of Eligibility Determination Consent for Disclosure Special Milk-Information for Households with Pre-K and Kindergarten Students (for sponsors providing both school meals AND the Special Milk Program with paid and free milk) Letter to Household about Direct Certification Confirm Your Eligibility for Free and Reduced Price Meals Letter to Household about Benefit Decrease Letter to Household about Community Eligibility Provision Alternate Forms Submitted for KSDE Approval Paid Lunch Equity (PLE) Tool, if required Board Minutes, if required due to subsidy for low paid student meal price Procurement Plan and Code of Conduct Civil Rights Front Line Training Rosters Current Meal Charge Policy (and Board Minutes if policy has changed for SY2018-19)
Important Dates
KN-CLAIM is available for entry of 2019 Program Year renewal information beginning on May 15, 2018.
All program renewal data entry and forms must be completed by July 15, 2018.
Help is Available!
We have done our best to assure that KN-CLAIM works correctly and is easy to use. However, there is always room for improvement. Please let us know if you encounter any problems or need assistance with using the system.
Do you need help using KN-CLAIM or have a system problem to report?
Call 785-296-2276 and ask for KN-CLAIM support.
Child Nutrition & Wellness, Kansas State Dept. of Education, www.kn-eat.org, Page 1 KN-CLAIM – Quick Reference for Sponsor & Site Applications
This Quick Reference Covers How To:
A. Access KN-CLAIM and log-in
B. Navigate to the sponsor’s data for the 2019 Program Year
C. Update and Submit the Sponsor Application
D. Update and Submit the Site Application(s)
E. Uploading Required Forms
F. Submit the Sponsor Application and Site Application(s) to KSDE for approval.
A. Access KN-CLAIM and Log-in
1 - Go to www.kn-eat.org. This screen should look familiar to you. It is the home page of the Child Nutrition & Wellness website, KN-EAT. We hope that you are already in the habit of regularly using KN-EAT. It is your gateway to KN-CLAIM and to a great deal of valuable information about Child Nutrition Programs. While you’re on the KN-EAT home page, take a moment to click the “What’s New” button and check for important announcements and new information from KSDE.
2 - Click on
3 - Select
4 - Log in using your user name and password. If this is the first time logging into the new KN-CLAIM system, users will need to Register and create a new login and password while requesting access to KN-CLAIM. Specific instructions can be found at www.kn-eat.org, How to Access KN-CLAIM.
IMPORTANT! Never share your user name and password.
B. Navigate to Sponsor’s Application Data
1 - Program Selection Menu – Click
2 - Program Year Selection – Click on the current year
3 - Sponsor Summary – Click
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C. Update and Submit the Sponsor Application
Most of the prior year’s Sponsor Application data has been rolled over into the Sponsor Application for the new Program Year. Carefully review all data on the Sponsor Application and update as needed.
1 - Sponsor Application – Click <+>.
2 - Refer to the “Instructions for the Sponsor Application” on page 5 of this document.
When all information has been reviewed** and updated, click
If there are errors, the following message will appear stating the sponsor application is in a status of errors: Click
D. Update and submit the Site Application(s)
Most of the prior year’s Site Application data has been rolled over into the Site Application(s) for the new school year. Carefully review all data on the Site Application(s) and update as needed.
1 - Site Application – Click <+> on the far right of the screen next to the site that needs to be updated.
2 - Refer to the “Instructions for the Site Application” on page 10 of this document. When all information has been reviewed and updated, click
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If there are no errors, a message will appear stating the site application is in a status of “pending submission”. Then click
If there are errors, a message will appear stating the site application is in a status of errors, click
If the sponsor has more than one site, repeat steps D1-D2 until all sites are entered.
E. Uploading Required Forms
1 - Once the Sponsor Application and Site Application(s) are in Pending Submission, click on the
To download a template of the form (when available) click the icon beneath the “Downloads” heading. Once open, save to your computer and complete before uploading. For any forms that are emailed or mailed to KSDE, click the
F. Submit the Sponsor Application and Site Application(s) to KSDE for approval.
All applications must be saved and in “Pending Submission” status and all required forms must be uploaded or sent before proceeding. 1 - Click on the
Note that the Sponsor and Site Applications cannot be edited again until after they are reviewed and approved by KSDE. After KSDE approval the status of the applications will be “Approved”.
IMPORTANT!
The Sponsor Application and Site Application(s) must be in “Approved” status in order for reimbursement claims to be entered.
You are responsible for assuring that the sponsor’s program renewal data is current and correct. The sponsor’s information may be updated at any time throughout the year by following the steps outlined in this document.
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Instructions for the Sponsor Application
Carefully review all data on the Sponsor Application and update as needed.
(1-4) Mailing and Street Address: Information will populate from KSDE Directory.
(5-6) Sponsor’s Website: Indicate if the sponsor has a website, and if “yes” enter the website’s address.
(7-27) Authorized Representative, Nutrition Services Director, Claim Contact, Direct Certification Contact, Food Recall Contact: Due to the potential need for very quick action, food recalls will be distributed ONLY by e-mail. Make certain that the Food Recall Contact is someone who checks his/her email every day. If the Food Recall Contact is absent from work, someone else should be checking this person’s email. Direct Certification Contact should check email daily for notification of any new students added to the Direct Certification List. For Nutrition Service Directors advertised and hired after July 1, 2015, must provide date of hire as the Nutrition Service Director, highest level of education completed, number of years of school food service experience and if the person has a Kansas Certificate in Child Nutrition Management.
Superintendent Contact Information will populate from KSDE Directory and is only applicable to public district and State schools.
(36-43) Certification & Verification Information: The Determining Official is responsible for reviewing and approving/denying applications for Child Nutrition Program benefits. Enter the title of the official(s), such as "building principal".
The Hearing Official is responsible for hearing appeals of decisions made by the Determining Official(s). The Hearing Official cannot also be a Determining Official or Verification Official. Enter the name and title of the Hearing Official.
The Verification Official is responsible for coordinating verification of income for selected households approved for reduced price or free meals. Enter the name, title and email of the Verification Official.
The Independent Review Official is responsible for a second review and approval/denial of applications for Child Nutrition Program benefits. Enter the name and title of the official. The Independent Review Official cannot be the same person as the Determining Official. These 2 fields will only be available for Sponsors required to conduct an Independent Review of Applications.
(44-52) Other Information:
Type of Sponsor: The system displays whether the sponsor is educational, government, non-profit (faith-based) or non-profit (secular).
Child Nutrition & Wellness, Kansas State Dept. of Education, www.kn-eat.org, Page 5 KN-CLAIM – Quick Reference for Sponsor & Site Applications
Number of Child Nutrition Personnel: In the first box enter head count number of personnel who are directly involved in the preparing and/or serving of food. In the second box, enter any additional Child Nutrition employees whose salary is reported as direct labor on the food service budget. This may include any or all of the following: dishwashers, cashiers, meal transporters, clerical personnel, food service managers, food service supervisors and food service directors.
Eligible for High Rate Lunch Reimbursement: The sponsor will receive an additional two cents reimbursement per lunch served if 60 percent or more of lunches served in the second preceding school year were reduced price or free. Based on the sponsor’s reimbursement claims, the system will determine if the site is eligible for the High Rate Lunch Reimbursement.
On-line Application for Child Nutrition Program Benefits Software System: Indicate if one will be used and if so, provide the name. KSDE will review Form 7F and enter date when review is complete.
Community Eligibility Provision: Click on the Yes or No button to indicate an application to participate will or will not be completed.
(53-55) Reimbursable Meal Prices: Enter prices in the table for all meals/snacks served. If the sponsor does not offer a particular category of meal (for example, "Elementary Paid Snack"), enter a zero (0). If more than one price is charged per meal category, enter the highest price charged. The maximum prices that can be charged for reduced price meals/snacks are: lunch, $.40; breakfast, $.30; after school snack, $.15.
The prices charged for adult meals should at least equal the current free rate of reimbursement for those meals, unless a lower charge is pre-approved by KSDE.
ESTIMATED Recommend Meal Type Free ed Minimum Reimbursement Rate Adult Meal Charge Regular Breakfast Program $1.75 $1.75 Severe Need Breakfast Program $2.09 $2.10 Lunch $3.57 $3.60
IMPORTANT: The estimated reimbursement rates shown above are based upon the average percent of increase over the last three years.
(56-62) Paid Lunch Equity (PLE): (56) Indicate if Sponsor qualifies and will use the PLE exemption. If no, then complete fields 57-62.
(57) Enter the 2018-2019 Required Weighted Unrounded Average Paid Lunch Price as calculated on the PLE tool.
(58) Check if paid meal prices were increased for 2018-19 and indicate the new average paid lunch price
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(59) Check if credit earned from 2018 will be carried forward to 2019 and indicate the amount.
(60) Check if a combination price increase and non-federal source contribution and indicate the new average paid lunch price and amount of non-federal source contribution.
(61) Check if a non-federal source contribution was made instead of a price increase and indicate the amount of the transfer. If a non-federal source contribution was made, Board Minutes must be submitted to KSDE on the checklist tab.
(62) Check if no action was needed - current meal price was higher than required.
For Sponsors who do not qualify for the PLE Exemption Note: KSDE must also review and approve PLE tool upload and if applicable, Board Minutes upload, before application can be approved (Warning message will be displayed until approved).
(63-64) Effective Date of Free or Reduced Price Meal Eligibility:
(63) Check if the date of eligibility is determined by the Determining Official or if flexibility is requested for establishing the effective date of children certified for free or reduced price meals or free milk based upon a household application.
(64) If flexibility option is selected, indicate method that will be used to document the date the application was submitted from the drop-down box.
(65) Eligibility Effective Date for Direct Certification Check if the date of eligibility is determined by the Determining Official or if flexibility is requested in determining the effective date of eligibility by using and documenting the created date on the Direct Certification list and the date certified by liaison/official for Homeless, Migrant, FDPIR, Head Start/Even Start.
(66-69) Special Milk Program: Schools with food service programs can participate in the Special Milk Program (SMP) ONLY for split session pre-kindergarten or kindergarten classes that do not have access to a school breakfast or lunch.
Each sponsor participating in the SMP must decide which of the following two options ALL of their SMP schools will provide: (1) Paid Special Milk Only OR (2) Paid and Free Special Milk. If the sponsor will participate in the SMP, select the option to be implemented AND click on the “Yes” or “No” button to indicate whether students will be charged for paid Special Milk. Enter the milk charge if applicable. As a general guideline the charge for paid Special Milk cannot exceed 15 cents. However, if you can document that it is necessary to charge a higher price in order to cover costs, please contact KSDE.
If the sponsor elects to offer paid and free Special Milk, free milk must be available to eligible children at any time milk is made available to other children participating in the SMP.
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(70-83) Meal Purchasing & Procurement: Each sponsor is required to have a Procurement Plan and Written Standard of Conduct which will be uploaded to the checklist tab.
If the sponsor contracts with a Food Service Management Company (FSMC), the contract is for one year and may be renewed for up to four additional years. Enter the name of the company, date the current contract originated, and the name and email of the Sponsor Contact with responsibility for oversight of the Food Service Management Company.
If the sponsor contracts with another sponsor (such as a school district) to provide food service, enter the name of the sponsor. Upload a copy of the contract to the checklist tab.
Enter the prices paid to the contractor for each breakfast, lunch and snack.
If the Sponsor participates in a cooperative purchasing agreement, select type in the drop-down menu.
If the Sponsor purchases local products to serve in the School Nutrition Program, then mark “yes” and enter products.
Wellness Policy Information:
(84) Update the wellness policy contact’s information as needed.
The KN-CLAIM Wellness Impact Tool for Program Year 2018 must be updated by July 15, 2018 to document the sponsor’s status on the Kansas Model School Wellness Policy Guidelines at the end of school year 2017-2018 and its new goals for the coming school year.
(84) Answer “yes” if the sponsor has updated the KN-CLAIM Wellness Impact Tool.
(85-86) Milk Substitutions for Food Allergies/Intolerance
(85) Select each school level where substitutions for fluid cow’s milk.
(86) Select each fluid milk substitute provided to students.
Civil Rights Training:
(87) Enter date that sponsor representative attended Administrative Update class and received required Civil Rights Training.
(88) Enter name of designee who attended Civil Rights Training.
When the Sponsor Application is in “Pending Approval” status, the sponsor cannot modify it until after KSDE has approved it or returned it for corrections.
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Instructions for the Site Application
To update a site, carefully review all data on each Site Application and revise as needed.
To add a site, go to www.kn-eat.org, School Nutrition Programs, Administration, Program Renewal. Complete the New Site Application. KSDE will use the information provided on this form to set up the site in KN-CLAIM and will advise you when the remaining site information can be entered online.
(1-4) Mailing and Street Address: Information will populate from KSDE Directory.
(5-9) Site Manager at this Site: Provide requested contact information.
(10-13) Months of Operation: Check ALL months during which the site will operate ANY of the School Nutrition Programs: National School Lunch Program, School Breakfast Program, Special Milk Program, Afterschool Snack Program.
(14-26) General Information: SponsorType: The system displays whether the sponsor is educational, government, non-profit (faith-based) or non-profit (secular).
Site Classification: Check the ONE best description of this site. If the site is a Private Residential Child Care Institution (RCCI), update the License Date and/or License Number. If RCCI has day students, enter the number.
Campus Meal Service: Indicate if the site is open (can leave for meals), mixed (some grades may leave but not all), or closed (no students may leave).
Grades Enrolled at Site: Check all grade-levels that participate in any of the School Nutrition Programs.
Pre-K Students Co-mingled: Indicate if Pre-K students are co-mingled with K-5 student in the same service area at breakfast and lunch.
Attendance Factor: This field is defaulted to the statewide average attendance factor. If you are using a locally determined percentage, update on each site application prior to filing your first claim for SY 2017-18.
Food Service Type: Select the one option that describes this site. a. Base Kitchen: This site prepares food for itself and other attendance centers. b. Central Kitchen: This site prepares food but does not usually serve the food on-site. c. Self-Contained Kitchen: This site does its own food service preparation. d. Transported in from Base Kitchen: This site has meals transported in from a base kitchen. e. Transported in from Central Kitchen: This site has meals transported in from a central kitchen. f. Walk-Over: This site sends its students to a food service site. g. Milk Only: This site participates in only the Special Milk Program. h. Receives Pre-Plated Meals: The site receives pre-plated meals from a base kitchen.
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If this site is a “Walk-Over”, will it submit a separate reimbursement claim or be included on the serving site’s claim?
If “Central Kitchen” or “Base Kitchen,” select sites that receive meals.
Labor Hours: Number of Labor Hours per day at the site (does not include custodial hours or FSD that is not assigned to a specific site).
(27-31) National School Lunch Program: Select the “Participation” option for this site. If Provision 2 or 3 is checked, enter the "base year" (line 28). Refer to the guidance titled "Special Assistance Alternatives" for an overview of Provisions 1, 2, and 3. Contact KSDE for further information about these provisions. Select Meal Service Location (may select more than one) Enter the Begin Time and End Time (time last meal is served) for lunch service. Offer Grades and Serve Grades: “Offer” means that the student may decline a specified number of items and the meal is still reimbursable. Offer is required at lunch in high schools and is optional at lunch for other building levels. Check “All” if all grade-levels at this site use Offer at lunch. Otherwise, check each grade level at this site that uses Offer at lunch. “Serve” means that the student must take the total number of items that comprise the reimbursable meal. Check “All” if all grade-levels at this site use Serve at lunch. Otherwise, check each grade level at this site that uses Serve at lunch. Serve is required at lunch for Pre-K. Provision 2 or 3 or Community Eligibility Provision: For an overview of Provisions 2 and 3 or Community Eligibility Provision, refer to the guidance titled "Special Assistance Alternatives". If Provision 2 or 3 is checked, note the "base year" (line 30). Contact KSDE for further information about these provisions.
(32-34) School Breakfast Program: Select the participation option(s) for this site: KSDE-approved SBP waiver: Select this option if the site has a KSDE-approved waiver from participation in the School Breakfast Program for the coming school year. Select Meal Service Location (may select more than one) Enter the Begin Time and End Time (time last meal is served) for breakfast service Offer Grades: “Offer” means that the student may decline a specified number of items and the meal is still reimbursable. Offer is optional for breakfast. Check “All” if all grade-levels at this site use Offer at breakfast. Otherwise, check each grade level at this site that uses Offer at breakfast. Serve Grades: “Serve” means that the student must take the total number of items that comprise the reimbursable meal. Check “All” if all grade-levels at this site use Serve at breakfast. Otherwise, check each grade level at this site that uses Serve at breakfast. Serve is required at breakfast for Pre-K
(35-36) Provision 2 or 3 or Community Eligibility Provision: For an overview of Provisions 2 and 3 or Community Eligibility Provision, refer to the guidance titled "Special Assistance Alternatives". If Provision 2 or 3 is checked, note the "base year" (line 35). Contact KSDE for further information about these provisions.
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(37) Severe Need Breakfast: Schools that served 40 percent or more of lunches free or reduced price in the second preceding school year qualify for additional reimbursement known as the “Severe Need Breakfast” rate. Based on prior reimbursement claims filed for this site, the system will determine if the site is eligible for the Severe Need Breakfast rate.
(38) Special Milk Program: Select the participation option for this site.
(39) Summer Meals: Select the participation option for this site. If Seamless Summer, then Update Selection and complete lines 40-59.
(60-78) Afterschool Snack Program: If item (60) is answered “No”, skip to item (79). If item (60) is answered “Yes”, please complete the remainder of the items in this section.
(79-84) Health Inspection Information: Provide information about the number of food service health inspections completed during the last program year and identify the agency completing these inspections. If you do not have ready access to the health inspection dates, please try to locate them at the Kansas Department of Agriculture’s food safety inspection website: http://www.ksda.gov/food_safety.
(85-94) Money Collection Procedures: The money collection procedures must prevent overt identification of students receiving reduced price or free benefits.
(95-106) Meal Counting Procedures: The meal counting procedures must ensure accurate counts by meal type and eligibility category and prevent overt identification of students receiving reduced price or free benefits.
(107-113) Meal Monitoring Procedures: The meal monitoring procedures must ensure that only meals/snacks containing all required components/menu items are claimed for reimbursement.
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