schoolfood training cash handling procedures - Opt-osfns.org

SCHOOLFOOD TRAININGCASH HANDLING PROCEDURESAUGUST 2010

SCHOOL MEALS APPLICATIONSTUDENT ELIGIBILITYTOPICSCASH COLLECTION REQUIREMENTSFORMER USM SCHOOLSMEAL FEES PAYMENT OPTIONSMEAL FEES AND DELINQUENCY NOTICESREPORTING AND REMITTING CASH COLLECTEDP.O.S. SCHOOLSDATES TO REMEMBERSCHOOLFOOD SUPPORTSCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)Pag2e 2

CASH COLLECTIONREQUIREMENTS

CASH HANDLING REQUIREMENTS National School Lunch Program regulations requireOffice of SchoolFood to report and maintain records of allprogram revenues All schools are to comply with this requirement byreporting and submitting money collected weekly All schools are to prepare the Cash Receipts Worksheetform, and a check when applicable, each week All money collected for foodservice program must beremitted to Office of SchoolFoodo Reduced and full-priced student luncheso Student à la carte itemso Adult meals and adult à la carte items4SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

STUDENT MEAL ELIGIBILITY CODES School personnel are to collect monies for lunches served tostudents with the following meal codes in ATS and NPSIS Meal Code 2 = Reduced (application on file does not qualifychild for free meals) Meal Code 3 = Full Price (application on file does not qualifychild for free or reduced-priced meals) Meal Code 4 = Full Price (application on file with invalid ormissing information required to process form) Meal Code 5 = Full Price (no application received) Blank = Full Price (default for new student; no applicationreceived)This rule does not apply to schools in USM program 5SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

FORMER USM SCHOOLS

FORMER UNIVERSAL SCHOOL MEALS (USM) SCHOOLS Schools affected by budget reductionso USM schools not financially viable for DOE Additional schoolso Base year schools not approved by State due tounsatisfactory audito Schools ending USM cycle → did not submit base yearapplications for USM extension All non-USM schools must have system to collect meal feeso Meal fees for lunch waived for September only – except forlast year base year schoolso October 1 – meal fees collection begins for reduced and fullprice(paid) students 9SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

FORMER UNIVERSAL SCHOOL MEALS (USM) SCHOOLS September onlyo Choose and implement meal accountability systemo Record meals served daily as total counts on Report ofMeals Served formo Do not collect any monies for student meals Inform households that cash collection begins on Oct 1 Send applications to SchoolFood by September 24o New student eligibility must be displayed in ATS by September30 Weekly Report of Meals Served form will determine mealfees to be collected10SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

LAST YEAR USM BASE YEAR SCHOOLS As of first school day in Septembero Continue to use prior year or choose and implement newmeal accountability systemo Record meals served daily by eligibility categories onReport of Meals Served formo Begins meal fees collection for reduced and full-price(paid) studentso Inform households that cash collection begins on Sept 8 Send applications to SchoolFood for eligibilitydeterminationo New student eligibility must be displayed in ATS by October 25 Weekly Report of Meals Served form will determine mealfees to be collected11SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

MEAL FEES PAYMENTOPTIONS

MEAL PAYMENT OPTIONS Schools must establish regular notification and meal feescollection schedule School administrators responsible for notifying studentsof meal policies and payment options Meal policies and payment options must be publiclyannounced and/or prominently displayed in cafeterias 4 meal payment options available to schools, studentsand households:ooooPOST-BILLING: Elementary and Intermediate SchoolsPRE-PAYMENT: All SchoolsCASH PAYMENT AT REGISTER: Primarily High SchoolsPRINCIPAL PAYMENT: All schools13SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

MEAL PAYMENT OPTIONS POST-BILLINGo Schools notify households of meal fees owed after mealsare served to students PRE-PAYMENTo Payments are made in advance prior to meal served tostudentsPost-Billing and Pre-Payment Options:o Households make payments by check or cash to schoolofficeo Schools with POS system students use on-site kiosk orhouseholds can make payments using credit or debit cardsat MyLunchMoney.com CASH PAYMENT AT REGISTERo Students pay on meal service line at cash register asmeals are served14SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

MEAL PAYMENT OPTIONS PRINCIPAL PAYMENTo Principals that choose to pay for their student meals must:‣ Receive list of students receiving meals daily from Point-of-Service employee‣ Employee must use ATS RMEA or RMEL roster and NPSISSchool Roster – add title “Principal Payment”o Write 2 separate checks each week‣ First check amount is for meal fees received fromhouseholds or students‣ Second check amount is for meal fees calculated onweekly Principal Payment roster Total money reported on Cash Receipts Worksheet form mustequal sum of both checks15SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

CASH MANAGEMENT TRACKING LOG - SETUPThe Cash Management Tracking Log designed to standardizebilling and meal fees collection proceduresTo setup the Cash Management Tracking Log Download the RMEL report and sort by the meal codes Copy names, class number and meal codes for onlystudents with meal codes 2, 3, 4, 5 and blanks At the bottom of Cash Management Tracking Logworkbook there are colored tabs for each month plus atabs labeled Master List and Sample. Paste the information copied from the RMEL in theMaster List. This information will display automatically inworksheets for all months.16SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

USING CASH MANAGEMENT TRACKING LOGTo use the Cash Management Tracking Log Enter "X" in each box to indicate each day when studentreceives a meal When "X" is entered the meal fees owed will display in "OwedTo Date" box. When meal fees are collected, enter actual dollar/centsamount in “PAID” column Pre-payments must be entered in “PAID” column The “Balance” column will show all meal fees owed each week At end of each month, enter the date the negative balanceletter is sent home in the column "Date Household is Billed” The prior month’s ending balance will appear in the nextmonth's worksheet automatically 17SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

REPORTINGANDREMITTINGCASH COLLECTED

SCHOOLFOOD CODES Principals responsible for reporting cash collectedfor only their students using unique SchoolFood code Each school at campus location will be issued aunique SchoolFood Code (SF Code) An annex at a different address will get separate SFCode Each D75, D79, LYFE and non-public UPK sites willget separate SF codes Schools at USM locations will not get newSchoolFood codes19SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

REPORTING AND SUBMITTING CASH COLLECTED The Cash Receipts Worksheet form serves a the record formoney collected from the school foodservice program School personnel must report all monies collected on the CashReceipts Worksheet form Cash collected includes student lunch meal fees and otherstudent and adult food sales A Cash Receipts Worksheet form and a check for moneycollected must be prepared and submitted for every weekschool is in session The completed Cash Receipts Worksheet form must be signedby the principal Principal's submission schedule for Cash Receipts Worksheetis posted on SchoolFood website20SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

REPORTING AND SUBMITTING CASH COLLECTED Schools are to:o Enter all money collected on the weekly Cash ReceiptsWorksheet form in the appropriate categoryo Prepare a check to match the money reported on the weeklyCash Receipts Worksheet formo Submit the completed Cash Receipts Worksheet formtogether with check made payable to the NYC Department ofEducation weekly to the SchoolFood Managero If no money is collected during a given week, a Cash ReceiptsWorksheet indicating zero dollars ($0.00) collected andsigned by the principal must be submitted to the SchoolFoodManager21SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

REPORTING AND SUBMITTING CASH COLLECTED Universal School Meals (USM) schools must also submit CashReceipts Worksheet formo No money should be collected for student meals except forsecond meal purchases All schools must deposit foodservice monies collected inestablished school bank accounts All checks must be written from school bank accounts D75 and D79 schools at campus locations may makearrangements with campus Principal to deposit meal feescollected in bank account Campus Principals must write separate check to equal moniesreceived from D75 or D79 schools22SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

MEAL FEESANDDELINQUENCYNOTICES

MONTHLY DELINQUENCY NOTICESSchools receive monthly delinquency notices fromSchoolFood Finance UnitSchools receive notice if one or both issues exist forspecified time period:o Delinquency in Submission of Cash ReceiptWorksheet and checkso Outstanding Uncollected Lunch and/or Snack Fees Monthly Cash vs. Meals Report shows YTDo Total meals served at school ando Total monies submitted to SchoolFood24SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

P.O.S. SCHOOLS(POINT-OF-SALE SYSTEM)

POS SYSTEMSchools with POS system can do the following Accept cash or checks in school office only Enter pre-payments in WebSMARTT View student pre-payment history made inschool office, kiosk or MyLunchMoney View sales and purchases for all meal programs View student account history in real time Print Negative Balance letters26SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

POS SYSTEM Schools with POS system must print student specificNegative Balance letters and send to households Schools with POS system must print Cash ReceiptsWorksheet from the POS system If for any reason, the POS system data is not accurate,adjustments must be made to print accurate CashReceipts Worksheet Manually prepared Cash Receipts Worksheet are not to besubmitted to SchoolFood POS schools will receive customized end of monthnegative balance report HS school students cannot charge meals if no money is inaccount27SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

SCHOOLFOOD SUPPORT

CASH COLLECTION BEST PRACTICES29SCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)

DATES TO REMEMBER Important dates for schoolso September 8 – cash collection begins for all non USMschools including last year base year schools — seeSchoolFood website for listo September 24 – deadline for former USM schools to submitapplications to SchoolFoodo October 1 – cash collection begins for former USM schools —see SchoolFood website for listo October 18 – deadline for all non-USM schools to obtain newapplications from households including last year base yearschoolso October 22 – deadline to use prior year eligibility – see ATSRMEA (new) and NPSIS School Rosterso December 23 – deadline for meal codes to qualify for Title 1funding 30

SCHOOLFOOD SUPPORT SchoolFood will provide technical assistance Support from SchoolFood staff at various levels Eligibility and Compliance Unit – citywidelevel Regional Directors – borough level District Supervisors – district level Food Service Manager – school level Extended Help Desk hours → Sept thruDecember31

CONTACT INFORMATIONSCHOOLFOOD HELP DESK SCHOOLS: Call: (718) 707-4400 Fax: (718) 349-5463Send email to: FoodCompliance@schools.nyc.gov HOUSEHOLDS: Call: (877) 363-6325 (877-DOE-MEAL)Send email to: FoodCompliance@schools.nyc.govSCHOOLFOOD ELIGIBILITY & COMPLIANCE UNITTEL: (718) 707-4471 • FAX: (718) 349-5463NAME TITLE EMAIL ADDRESSNADINE BROWN CHIEF COMPLIANCE OFFICER NadineB@schools.nyc.govSAL D’ALESSIO DEPUTY CHIEF COMPLIANCE OFFICER SDaless@schools.nyc.govGEORGIA ANGELAKIS STUDENT ELIGIBILITY COORDINATOR GAngela@schools.nyc.govBASIL CLARKE COMPLIANCE SUPERVISOR BClarke@schools.nyc.govINGRID MAN-SON -HING COMPLIANCE ASSISTANT SUPERVISOR IMansonhing@schools.nyc.govTANEIA BEVANS POINT-OF SALE (POS) SYSTEM MANAGER TBevans2@schools.nyc.govSCHOOLFOOD TRAINING – CASH HANDLING PROCEDURES (2010)3225