Welcome to Part 2 of Provision 2 training for school nutrition programs.
This presentation is provided by the Georgia Department of Education School
Nutrition department. The purpose of this training is to provide information on
non-base year requirements, qualifications for rolling over to new
Provision 2 cycle, how to appeal any state decision, and other general
requirements. Paige Holland and Lori Cartrett will guide us through this process.
Please pull out the Provision 2 guidance manual from your handouts;
we will refer to it throughout the webinar. The contact information for both Lori
and Paige are listed on this slide. The course objectives are:
identify operations for non-base years; identify qualifications to rollover cycle, and
identify other requirements. Pages 45 and 46 of the guidance manual refer to the
CRE which is no longer the review instrument used for monitoring. The state
agency will conduct a technical assistance review during the Provision 2
base year. Some but not all of the items listed on page 45 will be required
for the technical assistance review. The base year records must be available
during the AR. School nutrition directors contact their area consultant to schedule the review.
For after-school program and seamless summer option,
schools are more than 50 percent free and reduced students are area eligible
and can claim all meals at the free rate. Schools may use the lunch free and
reduced claiming percentages to determine area eligibility. If a school
is area eligible then all student meals are claimed at the free rate
If the school is not area eligible then lunch claiming percentages will be applied to
the total meal served in the after-school and summer programs.
Turn to page 47 in the guidance manual for information on record-keeping.
Retain all base year and non-base year documentation. Documents are kept until
five years after the last claim is filed for that Provision 2 cycle.
Documents include all meal applications, direct certification data, daily meal counts by type,
meal count, edit checks, verification records, on-site reviews and claims.
Refer to your handouts for a complete list of documents. This guidance is available in
the eligibility manual in chapter 3. It is also available in the memo SP 54 - 2016,
dated September 9th, 2016. See the memo number on this slide.
For carryover children moving from a Provision 2 school to a non Provision 2 school at
the beginning of the school year may receive meals at no cost for up to 30
operating days or until a new eligibility determination is made.
These meals are claimed at the free rate. When students in Provision 2 schools move to a new
school district, the new school should allow a 30-day carryover at the beginning of the school year.
When the carryover period ends during the school year, when students moved from a Provision 2 school
to a non Provision 2 school within your school system, students must receive meals at no cost
for up to 10 days or until a new eligibility determination is made.
These meals are claimed at the free rate for transfers between school systems.
Effective July 2019, students must receive meals at no cost for up to 10 operating days
or until a new eligibility determination is made.
These meals are claimed as a free rate. Please refer to pages 17 to 23 in the guidance manual
for more details on non-base years. Non-base years are years two, three
or four of the Provision 2 cycle and any years beyond the fourth year in
which Provision 2 has been extended. During non-base years, schools will
continue to count meals at the point of service,
but will not counterclaim meals by individual student eligibility.
Schools will have the option to continue to use their current point of service electronic systems.
The schools will continue to do daily edit checks and annual on-site reviews.
School systems participating in Provision 2 for
breakfast only must conduct verification. School systems who use Provision 2 for
lunch and breakfast will not have applications to verify, but all school
systems will complete a verification summary report.
In non-bass years schools will continue to notify the public that nutritious meals are available at school.
If you are only participating in Provision 2 breakfast, you will still notify the public
that breakfast is available at no cost to students.
Whether it's applicable district-wide or at particular schools, schools
participating in Provision 2 for both breakfast and lunch do not distribute
meal applications. If you are participating in breakfast only, then you
will continue to distribute free and reduced applications. Schools using
Provision 2 for both lunch and breakfast will conduct the direct certification match
once annually. Schools using Provision 2 for breakfast only will
continue to follow standard direct certification requirements. For more
information look at the CFR regulations, which are noted on this slide.
In non-base years, schools have more flexibility and placement of point of service because
meals are not counted by student eligibility. Clickers and tally sheets
can be used; the point of service may be located in hallways, bus drop-offs or any
where students gather. Schools will be able to claim some second student breakfasts.
The intent is to provide leftovers to students instead of throwing them away.
Point of service methods must still be designed to offer one reimbursable
breakfast per day, per student. Point of service methods must be able to identify
when second meals are served. If you are providing second
reimbursable breakfasts, you must discuss this with your area consultant.
In Georgia we use annual claiming percentages for non-base years.
A school district can use school level group or district-wide claiming
percentages. A district will need permission from the state to use group
or district-wide claiming percentages. Claiming percentages are established in
the base year. The sum of all claiming percentages must equal to one hundred percent.
If the percentage is higher than one hundred, then paid meals are adjusted.
in years two through four, the total of meals served each month is multiplied by
the free, reduced and paid annual claiming percentages. The result would be
the number of meals to claim by category. In this example, the base year was 2017.
The lunch claiming percentages are 10.1 for paid; 84.4 for free and 5.5 for reduced.
Claiming percentages are carried to the first decimal place.
You will have different claiming percentages for lunch and breakfast.
In August, the total mealsserved is 10,000. The total is multiplied
by the base year annual claiming percentages. The result is the number of meals to claim
by category. In September, the total meals are 10,500.
Again, annual base year claiming percentages are applied. The result is a
September claim of 1060 paid meals, 8862 free meals and 578 reduced meals.
Normal rounding is used. If there are rounding errors, then paid meals
are adjusted. Look at the DE118 handout.
First note that daily student meals are recorded as a daily total count, not a category count.
Next, daily totals are tallied to arrive at one monthly total.
Find the total of 15,896. That is the total student meal served
in the month. Adult meals are recorded daily as paid or other.
The total student meals served is then multiplied by claiming percentages.
In this report: 68.1 free; 7.4 reduced, and 24.5 paid.
You will multiply the total meals by the free
claiming percentage, then by the reduced claiming percentage. Paid student meals
equal total meal served minus the free and reduced meals claimed.
The paid category is suggested so that no more than 100% of meals served are claimed.
Claiming percentages are found on the SNO report titled:
Lunch Participation and Cost Report. Breakfast Provision 2 programs use
Breakfast Participation and Cost Report. Edit checks are required. It is important to
do daily edit checks at the school level, and monthly edit checks at the system level.
The annual claiming percentage is
determined from the base year SNO report, lunch participation and cost
report, or breakfast participation and cost report. The annual average of
September to May is used. That number is on the last row of the top section of the report.
Use columns 12 through 14. Page 20 of the guidance is where you
will find the claims review process or edit checks. For daily edit checks in a
non-base year, you will compare the total meal served to the attendance adjusted enrollment.
Enrollment is based on the number of students with access to the program.
On page 21 of the guidance you will see an easy to follow calculation
to determine daily edit checks. Compare the daily attendance to the total number
of reimbursable meals. The number of reimbursable meals must be less than the
number of students in attendance. To determine monthly edit checks, multiply
the number of students with access to the program by the attendance factor.
Use the highest enrollment for the month. This will give you your attendance adjusted enrollment.
Compare that attendance adjusted enrollment to daily meal counts.
If the meal count exceeds the attendance adjusted enrollment,
you must determine why. Corrections should be made before claims are filed.
Document any discrepancy on the DE118. On this example,
an explanation was written on why the meal count was low. This is a picture of the
claim data in SNO. If you over claim meals you will receive an error message.
You need to research and submit an explanation to your program associate.
Explain why your claim exceeds the attendance adjusted numbers.
The attendance factor is sent to district directors by email at the
beginning of the school year prior to the first claim. Districts will receive a
list of attendance factors by school system, and state level districts may
choose to use one of the attendance factors or use a locally determined factor.
For systems participating in Provision 2 for breakfast and lunch,
the verification reporting in non-base years is easier. If every school in the
system uses Provision 2, the verification summary report only requires the
enrollment and the number of free and reduced students. Districts which have
Provision 2 for breakfast only and used meal applications for lunch will conduct
verification for those meal applications. This is discussed during verification training.
Refer to page 28 of the guidance manual. The Provision 2 cycle
has a base year and three concurrent years. At the end of the fourth year,
the state will determine if you can continue with Provision 2 using your claiming
percentages. This is called a rollover to a new cycle. The state will compare the
unemployment numbers from the base year to the unemployment numbers of the
fourth year. County unemployment numbers are used. If there have been improvements
in the unemployment level of your district, you need to do one of the following:
return to standard counting and claiming procedure or conduct a new base year.
You can also submit data to your
consultant showing that the unemployment levels of the economy of your district
has not changed since the base year. One type of data is a comparison of DC numbers
from the base year to the fourth year. At the end of the Provision 2 cycle,
you may decide to return to standard meal counting and claiming.
You need to contact your area consultant to amend your policy statement in SNO.
You also have the option to opt out of Provision 2 and return to standard meal
counting and claiming at any time during the current Provision 2 cycle.
You can choose to conduct a new base year, which means that you would have to meet all of
the requirements of any district using standard counting and claiming.
This includes policy amendment, public notice, parent letters, application distribution
collection and approval, verification, and counting meals by eligibility category
at the point of service. If the state determines that the unemployment rates
have not improved since the base year, then the district can continue using
Provision 2 with the original claiming percentages. This is called a roll over.
The next year becomes year one of the new cycle. At the end of the new four
year cycle, the unemployment numbers are evaluated again to determine if the
district can do a second roll over. There is not a limit to the number of
rollovers that can be granted. Districts also need to compare their DC numbers
each year to determine if it would be best for them to do a new base year,
because the number of free students has increased. Please refer to your guidance
manual on pages 36 through 39 for different scenarios relating to
Provision 2 and new base years. Examples are opening or closing a school,
merging schools, grade changes within a school, and converting to year-round calendar.
Thank you for reviewing this video. If you have further questions,
please contact your area consultant. You can also contact the
two presenters that are listed below: Laurie Cartrett and Paige Holland.
Thank you.