Introduction
Welcome to the California Department of Education (CDE) Child Nutrition Information and Payment System (CNIPS) user manual for the system’s School Nutrition Program (SNP) module. CNIPS is a software solution for Nutrition Program management. This system utilizes the Internet to provide administrators, state users, and sponsors with efficient and immediate access to claims, applications, and all nutrition program functions.
The CNIPS system is a user-friendly web application that allows state agency personnel and sponsor users to submit and approve documents and claims via the Internet. Key system features include:
A single software system, which manages information regarding sponsors, applications, claims, and reports.
A single database, which works behind the scenes to combine configuration information that can be utilized across the child nutrition programs.
The ability to save partially completed documentation 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.
Security Groupings, which streamline 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.
This user manual is intended for use by the CDE SNP Sponsor users. It is designed to provide a general understanding of how to use the web site to perform SNP Module functions effectively and efficiently. To achieve this objective this manual will provide you with:
A general explanation of each feature available
Screen examples of web site pages and forms
Step-by-step instructions for utilizing the web site features
Tips and Notes to enhance your understanding of the system
Getting Started
Before you can begin using CNIPS, you must be assigned a user ID and password by a CDE administrator and must be granted access to the SNP Module. Once this setup is complete, you may use the Internet and your assigned user ID and password to access and log onto the CNIPS website. (System Setup is not covered in this manual.)
You can access CNIPS from any computer connected to the Internet by opening your Internet browser and entering the URL (shown below) in the address line: http://cnips.ca.gov --
Access
CNIPS by typing the URL into the address line of your web browser of choice
-OR-
Open CNIPS from your Desktop or Internet Favorites.
In the Log On box, enter your User ID.
Enter
your Password.
The User ID and Password fields are case-sensitive, so be sure to use upper
and lower-case letters if necessary.
Click Log On.
If this is your first time logging on, you may be required to change your password.
Changing the Password
Select a new password and type it into the box provided
Re-enter the new password for confirmation.
Click Save to continue to the programs page.
CNIPS Content Overview
The CNIPS application contains key elements that provide basic information about your location within the web site or that simplify basic tasks, such as system navigation.
Some screens in the application offer the user some or all of the following options: View, Add, Modify, Delete, and Internal Use Only. The Screen Options area is located on the right side of the screen directly beneath the colored bar.
Once you successfully log on, the CNIPS Programs page provides access to all of the Programs and Modules that comprise the CNIPS system.
Actual access to specific programs and modules depends on a user’s security rights. Program tiles only display if the logged-in user has been granted access to the program. For example, sponsor users will not have access to the Accounting, Configuration, and Security tiles, because these programs are only for State users.
After logging on to CNIPS using your assigned user name and chosen password and clicking the SNP button, you will be taken to the School Nutrition Program Module Home Page. This page contains the Security message board, on which state administrators post and maintain messages for all state users to see. Messages may contain important news or information regarding nutrition programs or system security.
Accessing the SNP Home Page
Log on to the CNIPS web site.
On the Programs screen, click SNP.
The SNP Module Home Page displays.
SNP Message Board
The SNP Message Board displayed on the SNP Program Home page contains important messages from the California Department of Education. This message board is viewable only by SNP users.
From the SNP home page, you can select a menu item from the blue menu bar at the top of the page. The School Nutrition Program menu bar contains only menu items specific to the School Nutrition Program. The table below describes the features available for each menu option, which the remainder of this manual will discuss in detail.
Error Processing
All information entered and saved on the site is checked 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.
Whenever you save information or proceed to a new screen, the site checks for Input Errors. These errors are generally typographical mistakes, such as entering a 4-digit Zip Code or entering characters in a numeric field. If a form contains an input error, the screen re-displays with the error code and description in red at the top of the page. The error code also displays in front of the field containing the error, making it easy to scroll down the page and quickly identify the error. These errors must be corrected before you can proceed.
Business rule edits are used to ensure that all required data on a form does not conflict with site guidelines or information entered on the site. For example, if you enter a Reduced Meal Price greater than the Full Price Meal price, you will receive a business rule error.
The site runs business rule edits when a form is saved on the site. Business rule errors display on a save confirmation screen. The errors will also display with a code description and severity at the bottom of the form containing the errors. The description briefly describes and indicates which field contains the error. In addition, the error severity indicates whether an error is considered a Warning or an Error. Errors appear in red and must be corrected before the agreement or form can be approved. Warnings appear in blue and indicate something out of the ordinary, but not crucial to the approval of the agreement or form, has been detected.
CD Code Error
While completing Sponsor Profile information, if you save a CD code on the Sponsor Profile screen, you will receive a confirmation screen that displays the code with the Sponsor Name and address if the code is “found” in the CD look-up table. If the information is correct, click Confirm to save the CD information for the Sponsor. If a correct CD Code is entered, the Sponsor Name and Street Address will display (view-only) on the Sponsor Application.
If you enter a CD code that is “not found” in the CD look-up table, you will receive the following message: “No match found for this CD Code. Please click Edit to either change the CD Code or remove the CD Code and enter the Sponsor's Name.” If you receive this message, follow the instructions below:
Click Edit beneath the red message to change the CD code or remove the CD code and enter the Sponsor's Name.
After changing or removing the CD code, click Save.
If
a new CD code was correctly entered, you must confirm the code by clicking
Confirm.
If a new CD code was incorrectly entered, click Edit to return to
the previous page.
A confirmation message displays.
Click <Edit to return to the screen you just modified or click Finish to return to the Sponsor Profile Menu.
CDS Code Error
While completing and saving Site Profile information, you will receive an error message if you enter a County District (CDS) Code in the CDS Code field that is “not found” in the CDS look up tables in CNIPS.
Without a correct CDS code, the site profile information cannot be saved. Furthermore, a CDS Code is required for public school districts in order for state users to recommend approval of the site application. If you receive a message specifying that a CDS code was not found, follow the instructions below:
Click Edit beneath the red message to change the CDS code or remove the CDS code and enter the Site's Name.
After changing or removing the CDS code, click Save.
If
a new CDS code was correctly entered, you must confirm the code by clicking
Confirm.
If a new CDS code was incorrectly entered, click Edit to return
to the previous page.
A confirmation message displays.
Click <Edit to return to the screen you just modified or click Finish to return to the Sponsor Profile Menu.
For most School Nutrition Program functions, you must search for and select a Sponsor before beginning any task using the Sponsor Search function.
When the Sponsor Search screen displays, you can search for the sponsor using all or part of the sponsor’s Legacy Agreement Number, CNIPS ID, Sponsor Name, or Vendor Number or you can display a list of all sponsors. The search result displays in the Sponsors List below the search criteria.
Searching for a Sponsor
On
the menu bar, click Sponsors.
The Sponsor Search screen displays.
Enter all or a portion of the CNIPS ID, Sponsor Name, Vendor Name or Legacy Agreement Number in the respective text box.
Click Search.
Click the sponsor you wish to access.
To add a new sponsor
On the menu
bar, click Sponsors.
The Sponsor Search screen displays.
Click Add
New Sponsor.
The Sponsor Profile screen displays.
Enter the CD Code, if applicable.
Enter the Sponsor Name (not required if CD code is entered).
Enter the Federal Identification No (not required).
Select the Region (required).
Enter the Vendor Number (the system does not require this, but needed prior to claiming).
Select the School Code (required).
Select the Program(s) the sponsor will operate.
Select the types of claims the sponsor will report.
Select the Sponsor Status.
Click Save.
A confirmation screen displays.
Click <Edit to return to the Sponsor Profile screen you just
modified or click Finish to display the Sponsor Profile Menu screen
for the new Sponsor.
Assigning Multiple Sponsors
On the menu
bar, click Sponsors.
The Sponsor Search Options screen displays.
Click Sponsor Search.
Click the Assign Multiple Sponsors link.
Select an Assigned Consultant from the dropdown.
Select which Sponsors to assign to the assigned consultant.
Click the Assign Consultant to Checked Sponsors button.
Click <Edit to return to the Application Packet Multi-Assignment screen you just modified or click Finish to display the Sponsor Search screen.
Information for sponsors and sites displays only for the selected school year. Upon logging on to the system, the current school year is the default selection and displays in the top-right corner in the light blue bar. In order to view information from a different year, you will need to change the school year.
Selecting a School Year
Click Year on the blue menu bar at the top of the page. The Year Select screen displays.
Click the school year you wish to select.
Use the menu bar to return to your task in the program.
Applications
Now that you know how to access and log on to CNIPS, the remainder of the manual will explore the functions of the School Nutrition Program Module. Let’s first look at the Applications component of CNIPS, where users manage yearly enrollment of sponsors and sites and complete the appropriate forms required by the CDE.
In order to participate in the SNP, sponsors and sites must submit an Application Packet to the State for review and approval. Before beginning the Application Packet, sponsors must click the “Enroll” button on the Application Packet screen. After a sponsor is enrolled, they must complete all required application and forms in the Application Packet for the school year. A new Application Packet must be submitted and approved at the beginning of each Program Year. For sponsors that are completing this process as part of their “annual update,” certain information from the previous program year will rollover into the next program year so the Sponsor does not have to complete every field every year. Once the Application Packet is approved, monthly claims for reimbursement may be submitted, approved, and scheduled for payment by the CDE Accounting Office.
The Sponsor can submit the Application Packet to the State once all necessary applications have been completed and saved without errors. In addition, all supporting documents must be received and reviewed by the State in order to approve a Sponsor’s Application Packet
Once the Application Packet has been submitted to the State for approval, the Date Submitted automatically displays and the packet status changes to Submitted for Approval at the bottom of the Applications menu. The State changes the packet status as the application is reviewed and contacts the sponsor organization regarding any problems in the packet.
Once a sponsor’s Application Packet has been submitted, it must be reviewed by a state user. To find packets that have been submitted, state users can use the Sponsor Search feature to search for sponsors based upon application status. For new sponsors, when the applications and supporting documents in the Application Packet have all been reviewed and approved by CDE (Sponsor Application, Site and Seamless Site Applications, Checklist, FSMC) and the packet is ready for approval, the user simply clicks the Recommend Approval button on the sponsor's Application Packet screen. Once the button is clicked, the Approve button appears on the sponsor’s packet. Once the Approve button is clicked, the sponsor can begin submitting claims for reimbursement. The site updates the approval status line on the Applications menu with the date the package was approved and changes the packet status to Approved.
The Applications menu is the starting point for all tasks related to the annual SNP Enrollment process. The figure below displays the Application menu items and descriptions:
Accessing the Applications Menu
On the blue menu bar, click Applications. The Applications Menu displays.
Click an application item to access that application function.
Sponsor Profile Menu
The Sponsor Profile Menu allows you access the Sponsor Profile, Site Manager, and Payment Holds functions. The following table describes the features available from the Sponsor Profile screen.
Accessing Sponsor Profile Menu
On
the blue menu bar, click Applications.
The Applications menu screen displays.
On
the menu, click Sponsor Profile.
If a sponsor has already been selected, the Sponsor Profile Menu screen
displays.
If no sponsor has been selected, use the Sponsor Search feature to search
for and select a sponsor.
The Sponsor Profile is the access point to specific information about the sponsor, including CNIPS ID, CD Code, Legacy Agreement Number, other codes, and program participation information. This is the initial registration screen for a sponsor that is completed by CDE staff. Once sponsors have a profile and obtain a User ID, they can access CNIPS and begin the application process. The unique CNIPS ID is generated here.
State users also use the Sponsor Profile to specify whether the sponsor or site will report claims. Once these preferences are set, they remain in effect until changed by CDE staff (once the change has been approved by SNPU). CNIPS functionality will not allow a change to claiming status (Sponsor vs. Site reporting) within a claim month.
Viewing or Modifying a Sponsor Profile
On the Applications menu, click Sponsor Profile.
Search for and select a sponsor using the Sponsor Search (if necessary).
Once a sponsor has been selected, click Sponsor Profile.
Modify any desired information within the profile.
Click
Save.
If a CD Code confirmation screen displays if you added or changed a CD
Code.
A confirmation screen displays.
Click <Edit to return to the Sponsor Profile screen you just modified or click Finish to return to the Sponsor Profile Menu.
Deleting a Sponsor Profile
On the Applications menu, click Sponsor Profile.
Search for and select a sponsor using the Sponsor Search (if necessary).
Once a sponsor has been selected, click Sponsor Profile.
On the Edit menu, click DELETE. A warning displays.
Click Delete. A confirmation screen displays.
Click Finish to return to the User Options menu.
The Site Manager enables you to view, modify, add, delete, and change the status of a sponsor's site profiles and SNP sites. Once a sponsor has been selected, details about its sites, including the site number, name, CDS code, region, and status display.
The Site Profile screen provides access to view and modify high level Site Information, Program Participation and Site Status. While this screen is intended for use by CDE, CDE could elect to give sponsors access to this screen based on security levels. The Site Profile screen must be completed prior to the Site Application for new sites. The following instructions inform how CDE staff would add a Site Profile. If this functionality is to be completed by Sponsors, their access to adding a new site is within the Application Packet path.
Access Site Manager
On
the blue menu bar, click Applications.
The Applications menu screen displays
On
the menu, click Sponsor Profile.
If a sponsor has already been selected, the Sponsor Profile Menu screen
displays.
If no sponsor has been selected, use the Sponsor Search to search for and
select a sponsor.
On
the menu, click Site Manager.
The Sponsor Site Manager screen displays.
Creating a New Site
On the menu bar, click Applications. The Applications menu displays.
Click Sponsor Profile. The Sponsor Options menu displays.
Click Site Manager. The Site Manager menu displays.
Click Create New Site. A blank Site Profile displays.
Enter the CDS Code, if necessary, and Site Name into the text boxes.
Use the drop-down box to select the Region of the site.
Select the check boxes for the programs in which the site participates.
Use the drop-down box to select the Site Status.
Click
Save to save the information on the site.
The Sponsor Site Manager re-displays with the new site added.
Modifying a Sponsor Profile
On the Applications menu, click Sponsor Profile. If a sponsor has already been selected, the Sponsor Profile Menu screen displays. If no sponsor has been selected, use the Sponsor Search to search for and select a sponsor.
Once
a sponsor has been selected, click Site Manager.
The Sponsor Site Manager displays.
Click
the site you wish to view or modify.
The Site Profile Screen displays.
Modify any desired information within the profile.
Click
Save.
A confirmation screen displays if a CDS code has been entered.
Click <Edit to return to the Site Profile screen you just modified or click Finish to return to the Sponsor Site Manager screen.
Deleting a Sponsor Site
On the Applications
menu, click Sponsor Profile.
If a sponsor has already been selected, the Sponsor Profile menu screen
displays.
If no sponsor has been selected, use the Sponsor Search to search for and
select a sponsor.
Once a sponsor has been selected, click Site Manager.
Click the site you wish to delete.
On
the Edit menu, click DELETE.
A warning displays.
Click
Delete.
A confirmation screen displays.
Click Finish to return to the Sponsor Site Manager screen.
The Payment Holds feature enables state users to view payment hold options for enrolled programs and define Payment Hold information for each sponsor by program. Clicking the checkbox(es) on the Payment Holds screen prevents payments from being released to the sponsor for the selected month(s). The Payment Hold Change History tracks the type and date of the changes and the user making the changes.
After the changes to the payment holds have been saved, the Schedule Tracking feature within the CNIPS Accounting module will not release any payments for the selected month(s).
Accessing Payment Holds
On
the menu bar, click Applications.
If necessary, search for and select a sponsor.
On the menu, click Sponsor Profile. The Sponsor Profile Menu screen displays.
On the menu, click Payment Holds. The Payment Holds screen displays.
Modifying a Payment Hold
On the Applications menu, click Sponsor Profile. If necessary, search for and select a sponsor.
Once a sponsor has been selected, click Payment Holds. The Payment Holds screen displays.
Click/Unclick the payment hold you wish to view or modify. Make any desired modifications.
Click Save. A confirmation screen displays.
Click <Edit to return to the Payment Holds screen you just modified or click Finish to return to the Sponsor Profile Menu screen.
In order to participate in the School Nutrition Program (SNP), sponsors must submit an application packet to the State for review and approval. At the beginning of each program year, sponsor data is rolled over and must be verified by sponsors prior to submitting any claims.
The Application Packet contains the sponsor application, site application(s), and other forms required as a part of the packet. After selecting Application Packet from the Applications menu, each required packet item and its status displays. If any packet item requires attention—such as an error within a form or a checklist item to be completed—a red notification displays on the right.
To access the Application Packet
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Application Packet.
Click the Packet Item you want to access.
The Sponsor Application screen provides access to the sponsor’s annual application for the School Nutrition Program for both new and renewing sponsors. The sponsor is required to complete a new sponsor application annually (sponsor data may be rolled over from the previous year and, then, verified by the sponsor).
Accessing a Sponsor Application
On the menu bar, click Applications. The Applications menu screen displays.
On the menu, click Application Packet.
Under Packet Item, click Sponsor Application. The [Year] SNP Sponsor Application Effective Dates screen displays.
Viewing an Application
From the Applications menu, click Application Packet.
Under
Packet Item, click Sponsor Application.
The [Year] SNP Sponsor Application Effective Dates screen displays.
Under
Effective Date, click date of the version you wish to view.
The [Year] SNP Sponsor Application screen displays. If the status
of the Version of the Sponsor Application you select is approved, the
screen will display in View mode only.
Revising an Application
From the Applications menu, click Application Packet.
Under
Packet Item, click Sponsor Application.
The [Year] SNP Sponsor Application Effective Dates screen displays.
Click Revise Application. The [Year] SNP Sponsor Application screen displays.
Modify any desired information.
Click Save. A confirmation screen displays.
Click <Edit to return to the Sponsor Application screen you just modified or click Finish to return to the SNP Sponsor Application Effective Dates screen.
Deleting a Sponsor Application
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Sponsor Application.
Click the application you wish to delete.
Click
Delete on the Edit menu in the top-right corner. Click Delete
at the bottom of the page.
A confirmation displays.
Closing a Sponsor's Enrollment
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Sponsor Application.
The [Year] SNP Sponsor Application Effective Dates screen displays.
Click
Close Sponsor.
The [Year] SNP Close Sponsor Enrollment screen is displayed.
Enter the Closed/Terminated Date.
Select the Closed/Terminated Code.
Enter the Closed/Terminated Reason.
Enter the description on complying with the state meal mandate.
Click Save. A confirmation screen displays.
Opening a Closed Sponsor
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Sponsor Application. The [Year] SNP Sponsor Application Effective Dates screen displays.
Click Close Sponsor.
The [Year] SNP Close Sponsor Enrollment screen is displayed.
Delete the Closed/Terminated Date, leaving the text box blank.
Select the blank space from the drop-down menu for the Closed/Terminated Code.
Delete the Closed/Terminated Reason.
Delete the description on complying with the state meal mandate.
Once all fields are blank, click Save. The [Year] SNP Sponsor Application Effective Dates screen re-displays.
Site Application(s) - School Nutrition Programs
Sponsors must complete a Site Application for each of their sites. The Site Application screen provides access to the Site’s annual application for the School Nutrition Program for both new and renewing sites. Sites must complete a new application annually.
Accessing a Site Application
On the blue menu bar, click Applications.
On the menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Site Application(s) - School Nutrition Programs. The [Year] Application Packet - SNP Enrolled Sites screen displays.
Adding a New Site
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Site Application(s) - School Nutrition Programs. The [Year] Application Packet - SNP Enrolled Sites screen displays.
Click Add Site. The [Year] SNP Available Sites screen displays.
Click Add Site. The ‘Quick’ Site Profile screen displays.
Enter the CDS Code, if necessary.
Enter the Site Name.
Click
Save.
The [Year] SNP Site Application Effective Dates screen displays.
Click <Back to return to the [Year] Application Packet - SNP Enrolled Sites screen.
Adding an Application for a New Site
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application(s) - School Nutrition Programs.
The [Year] Application Packet - SNP Enrolled Sites screen displays.
Click Add Site. The [Year] SNP Available Sites screen displays.
Click the site name for which to wish to add an application.
Click Add Application.
Enter all relevant information.
Click Save.
Click <Edit to return to the previous screen or click Finish to return to the [Year] SNP Site Application Effective Dates screen.
Viewing a Site Application
From the Applications menu, click Application Packet. The Application Packet screen displays. Under Packet Item, click Site Application(s) - School Nutrition Programs. The [Year] Application Packet - SNP Enrolled Sites screen displays.
Select the site you wish to view.
Under
Effective Date, click the date you wish to view.
The [Year] SNP Site Application screen displays.
Deleting a Site Application
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application(s) - School Nutrition Programs.
The [Year] Application Packet - SNP Enrolled Sites screen displays.
Select the site to delete.
Click the Effective Date of the site application you wish to delete.
Click Delete on the Edit menu in the top-right corner.
Click Delete at the bottom of the page. A confirmation displays.
Revising a Site Application
From
the Applications menu, click Application Packet.
The Application Packet screen displays.
Under
Packet Item, click Site Application(s) - School Nutrition Programs.
The [Year] Application Packet - SNP Enrolled Sites screen displays.
Select the site you wish to view
Click Revise Application. The [Year] SNP Site Application screen displays.
Modify any desired information.
Click Save. A confirmation screen displays.
Click<Edit to return to the Site Application screen you just modified or click Finish to return to the SNP Site Application Effective Dates screen.
Closing a Site
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Site Application(s) - School Nutrition Programs. The [Year] Application Packet - SNP Enrolled Sites screen displays.
Select the site you wish to close.
Click Close Sponsor.The [Year] SNP Close Site Enrollment screen displays.
Enter the Closed/Terminated Date.
Select the Closed/Terminated Code.
Enter the Closed/Terminated Reason.
Enter the description on complying with the state meal mandate.
Click Save. A confirmation screen displays.
Opening a Closed Site
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Site Application - School Nutrition Programs. The [Year] SNP Enrolled Sites screen displays.
Click the site to re-open. The [Year] SNP Site Application Effective Dates screen displays.
Click Re-Open Site.
Delete the Closed/Terminated Date, leaving the text box blank.
Select the blank space from the drop-down menu for the Closed/Terminated Code.
Delete the Closed/Terminated Reason.
Delete the description on complying with the state meal mandate.
Once all fields are blank, click Save. The [Year] SNP Site Application Effective Dates screen re-displays.
Site Application(s) - Seamless Summer
Sponsors must complete a Site Application for each of their sites. The Site Application screen provides access to the site’s annual application for the Seamless Summer Program for both new and renewing sites. Sites must complete a new application annually.
Accessing a Site Application
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Application Packet.
Under Packet Item, click Site Application(s) - Seamless Summer. The [Year] Application Packet - SSFO Enrolled Sites screen displays.
Adding a New Site
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Site Application(s) – Seamless Summer.
Click Add Site. The [Year] SSFO Available Sites screen displays.
Click Add Site. The ‘Quick’ Site Profile screen displays.
Enter the CDS Code, if necessary.
Enter the Site Name.
Click Save. The [Year] SSFO Site Application Effective Dates screen displays.
Click <Back to return to the [Year] Application Packet - SSFO Enrolled Sites screen.
Adding an Application for a New Site
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application(s) – Seamless Summer.
The [Year] Application Packet - SSFO Enrolled Sites screen displays.
Click Add Site. The [Year] SSFO Available Sites screen displays.
Click the site name for which to wish to add an application.
Click Add Application.
Enter all relevant information.
Click Save.
Click <Edit to return to the previous screen or click Finish to return to the [Year] SSFO Site Application Effective Dates screen.
Viewing a Site Application
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application(s) - Seamless Summer
Select a site to view.
Under Effective Date, click the date to view. The [Year] SSFO Site Application screen displays.
Revising a Site Application
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application(s) - Seamless Summer
Select the site you wish to revise.
Click Revise Application. The [Year] SSFO Site Application screen displays.
Modify any desired information.
Click
Save. A confirmation screen displays.
Click <Edit to return to the Site Application screen you just
modified or click Finish to return to the SSFO Site Application
Effective Dates screen.
Deleting a Site Application
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application(s) - Seamless Summer.
Select the site to delete.
Click the application to delete.
Click Delete on the Edit menu in the top-right corner.
Click Delete at the bottom of the page. A confirmation displays.
Closing a Site Application
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application(s) - School Nutrition Programs.
Select the site you wish to revise.
Select the site you wish to view.
Click
Revise Application.
Select the site you wish to close.
Click
Close Sponsor.
The [Year] SSFO Close Site Enrollment screen displays.
Enter the Closed/Terminated Date.
Select the Closed/Terminated Code.
Enter the Closed/Terminated Reason.
Enter the description on complying with the state meal mandate.
Click Save. A confirmation screen displays.
Opening a Closed Site
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Site Application - Seamless Summer.
Click the site you wish to re-open. The [Year] SSFO Site Application Effective
Dates screen displays.
Click Re-Open Site.
Delete the Closed/Terminated Date, leaving the text box blank.
Select the blank space from the drop-down menu for the Closed/Terminated Code.
Delete the Closed/Terminated Reason.
Delete the description on complying with the state meal mandate.
Once all fields are blank, click Save. The [Year] SSFO Site Application Effective Dates screen re-displays.
If the Sponsor's school nutrition program is managed by a Food Service Management Company (FSMC), then a Food Service Management Company Fact Sheet is required as a part of the application packet.
Accessing Food Service Management Company Fact Sheet
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Application Packet.
Under Packet Item, click Food Service Management Company Fact Sheet. The Food Service Management Company Fact Sheet screen displays.
Modifying a Food Service Management Company Fact Sheet
From the Applications
menu, click Application Packet.
The Application Packet screen displays.
Under
Packet Item, click Food Service Management Company Fact Sheet.
The Food Service Management Company Fact Sheet screen displays.
Modify any desired information.
Click
Save.
A confirmation screen displays.
Click
<Edit to return to the Food Service Management Company Fact
Sheet screen you just modified.
-OR-
Click Finish to return to the Application Packet screen.
Deleting a Food Service Management Company Fact Sheet
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Food Service Management Company Fact Sheet.
The Food Service Management Company Fact Sheet screen displays.
On the Edit toolbar, click DELETE.
Click the Delete button.
Click Finish to return to the Application Packet screen.
To enter Internal Use Only information
From the Applications menu, click Application Packet.
ClickFood
Service Management Company Fact Sheet.
Click Internal Use Only on the Edit menu in the top-right corner.
If prompted, click OK in the dialog box that appears to continue
without saving any changes.
Enter all relevant information in the Internal Use Only section.
Click Save Internal Use Only. A confirmation screen displays.
Click <Edit to return to the previous screen or click Finish to return to the Application Packet screen.
If the Sponsor's School Food Authority (SFA) purchases meals from a different SFA, school, then a Vendor Fact Sheet is required as a part of the application packet.
In order to complete the fact sheet, you will need information about the competitive sealed bids, the competitive negotiation, or the competitive small purchases procedures by which the contract was awarded.
Accessing Vendor Fact Sheet
On the blue menu bar, click Applications. The Applications menu screen displays.
On
the menu, click Application Packet.
Under Packet Item, click Vendor Fact Sheet. The Vendor Fact Sheet
screen displays.
To modify a vendor fact sheet
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Vendor Fact Sheet.
Modify any desired information.
Click Save. A confirmation screen displays.
Click <Edit to return to the Vendor Fact Sheet screen you just modified or click Finish to return to the Application Packet screen.
Deleting a Vendor Fact Sheet
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Vendor Fact Sheet. The Vendor Fact Sheet screen displays.
On the Edit toolbar, click DELETE.
Click the Delete button.
Click Finish to return to the Application Packet screen.
Entering Internal Use Only information
From the Applications menu, click Application Packet.
Click
Vendor Fact Sheet.
Click Internal Use Only on the Edit menu in the top-right corner.
If prompted, click OK in the dialog box that appears to continue without saving any changes.
Enter all relevant information in the Internal Use Only section.
Click Save Internal Use Only. A confirmation screen displays.
Click <Edit to return to the previous screen or click Finish to return to the Application Packet screen.
A checklist is automatically generated based upon answers to specific questions from the sponsor and site applications and lists the supplemental documents that need to be submitted to the state outside of the CNIPS system. For example, paper contracts or addendum may need to be submitted via mail. The Checklist feature allows sponsors to keep track of documents and their dates of submission. State users use this feature to check when documents have been received and to denote the status of the documents.
Accessing a Checklist
On the blue menu bar, click Applications. The Applications menu screen displays.
On
the menu, click Application Packet.
Under Packet Item, click Checklist. The SNP Checklist Summary screen
displays.
Viewing a Checklist
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Checklist. The SNP Checklist summary displays.
Select
the Sponsor, School Nutrition Programs/State Meal Only Site or
Seamless Summer Feeding Option Site you wish to view a checklist
for.
Entering Internal Use Only Information
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Checklist. The SNP Checklist summary displays.
Select
the Sponsor, School Nutrition Programs/State Meal Only Site or
Seamless Summer Feeding Option Site for which you wish to modify
a checklist.
The SNP Checklist screen displays.
Click Internal Use Only on the Edit menu in the top-right corner.
If prompted, click OK in the dialog box that appears to continue without saving any changes.
Enter all relevant information in the Internal Use Only section.
Click Save Internal Use Only. A confirmation screen displays.
Click <Edit to return to the SNP Checklist screen you just modified or click Finish to return to the SNP Checklist Summary screen.
The Application Packet Notes screen allows state users to read and add notes about a particular application packet. This allows state users to efficiently communicate and log information pertaining to an application packet.
Accessing Notes
On the blue menu bar, click Applications.
On the menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Notes. The [Year] SNP Application Notes screen displays.
Viewing an Application Note
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under
Packet Item, click Notes.
Under Date, click the date you wish to view. The SNP Application
Note screen displays.
Creating a New Application Note
The Add New Note screen provides the ability to view, add or modify notes to a particular application packet.
From
the Applications menu, click Application Packet.
Under Packet Item, click Notes. The [Year] SNP Application Notes
screen displays.
Click Create New Application Note. The SNP Application Note screen displays.
Modify any desired information.
Enter the Subject.
Enter the Note.
Click Save. A confirmation screen displays.
Click <Edit to return to the SNP Application Note screen you just modified or click Finish to return to the SNP Application Notes screen.
Deleting an Application Note
From the Applications menu, click Application Packet. The Application Packet screen displays.
Under Packet Item, click Notes.
Under Date, click the date you wish to delete. The SNP Application Note screen displays.
On the Edit toolbar, click DELETE.
Click the Delete button. A confirmation screen displays.
Click
Finish to return to the SNP Application Notes screen.
The [Year] SNP Application Notes screen displays without the deleted Application
Note.
Attachments
The Attachments feature enables the Sponsor and State users to upload documents and files into the system for centralized storage. These are usually attachments that apply to the review in its entirety, as opposed to a specific question (which would be performed via the paperclip icon on the assessment form).
Adding an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
From the menu, select Application Packet.
Select Attachments from the menu screen.
Click the Add Attachment Button to access the Detail screen.
Select Browse to access computer files, click on a document.
If necessary, add a comment.
Select Save.
To View or Modify an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Applications from the menu screen.
In the Action column, select View or Modify.
Make any necessary modifications. Select Save to receive a confirmation.
Select <Edit to return to the previous page or select Finish to complete the action.
To Delete an Attachment
On the blue menu toolbar, select Applications to access the menu screen.
On the menu, select Application Packet.
Select Applications.
Select Modify from the Action column.
Select Delete in the upper-right corner of the screen. A warning will display to verify the action.
Select Delete.
The Download Forms function allows users to view, download and/or print all forms and documents made available on the site by the State.
Accessing Download Forms
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Download Forms. The Download Forms Screen displays.
Downloading or Viewing a Form
Access Download Forms through the Applications menu. All available download forms display.
Click the name of the form you wish to view. For some forms, a gray dialog box appears.
Click
Open to view the form or click Save to save the form to
your computer.
The application assigned to open the file launches and displays the form.
Click <Back to return to the Download Forms screen.
Verification Report
Sponsors use the verification report function to complete and submit the mandatory annual verification report to the California Department of Education. The verification report contains information about sites collecting applications, site enrollment, eligibility information, and results of verification. After the report has been submitted without errors, state administrators can review the document. Accessing the Verification Report options from the Applications menu provides access to view, modify and delete verification reports.
Accessing a Verification Report
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Verification Report. The View Verification Report screen displays.
Completing or Modifying a Verification Report
From
the applications menu, click Verification Report.
The Verification Report screen displays.
Enter all applicable information into the text boxes and check boxes provided.
Click Save. A confirmation screen displays.
Click <Edit to return to the Verification Report screen you just modified or click Finish to return to the Applications menu.
Deleting a Verification Report
From the applications menu, click Verification Report. The View Verification Report screen displays.
On the Edit menu, click DELETE. A warning is displayed.
Click Delete. A confirmation screen displays.
Click Finish to return to the Applications menu.
Entering Internal Use Only information
From
the Applications menu, click Verification Report.
Click Internal Use Only on the Edit menu in the top-right corner.
If prompted, click OK in the dialog box that appears to continue without saving any changes.
Enter all relevant information in the Internal Use Only section.
Click Save Internal Use Only. A confirmation screen displays.
Click <Edit to return to the previous screen or click Finish to return to the Applications menu.
The Verification Summary function allows state users to quickly and efficiently view a summary of the verification report submission statistics. By accessing the Verification Summary from the Applications menu, state users can see information regarding total sponsors, exempt sponsors, approved reports, and those remaining to file. Verification Report Summary counts do not include sponsors that are cancelled/terminated in the selected year.
Accessing Verification Summary
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Verification Summary. The Verification Summary Report Overview displays.
Under Count, select the Overview you wish to view.
Click <Back to return to the previous page.
The Food Safety Inspections screen allows sponsors to enter information and CDE to access the information on the selected sponsor’s annual Food Safety Inspections form.
The Food Safety Inspections feature allows you to view, modify, or delete information pertaining to a site's food safety inspections for the year prior to the selected school year. When a sponsor user accesses the food safety inspections page, all sites associated with the sponsor display and the number of food safety inspections for each site is reported. If a site has fewer than two safety inspections conducted during the school year, a reason must be provided.
Once data has been entered for each site, the system will automatically produce a food safety inspections summary at the bottom of the food safety inspections form. The summary displays how many sites have had one, two, three or more, or no inspections during the school year and the reasons why.
Before the food safety inspections information can be submitted, the completer of the form must enter their name, email address, phone number, and title in the Certification section.
To access site food safety inspections
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Food Safety Inspections. The Site Food Safety Inspections screen displays.
Modifying site food safety inspections
From
the Applications menu, click Food Safety Inspections.
The Site Food Safety Inspections screen displays.
Modify any desired information.
Click Save. A confirmation screen displays.
Click <Edit to return to the Site Food Safety Inspections screen you just modified or click Finish to return to the Applications menu.
Deleting Site Food Safety Inspections
From the Applications menu, click Food Safety Inspections. The Site Food Safety Inspections screen displays.
On the Edit menu, click DELETE. A warning displays.
Click Delete. A confirmation screen displays.
Click Finish to return to the Applications menu.
Entering Internal Use Only Information
From the Applications menu, click Food Safety Inspections. The Food Safety Inspections screen displays.
Click Internal Use Only on the Edit menu in the top-right corner.
If prompted, click OK in the dialog box that appears to continue without saving any changes.
Enter all relevant information in the Internal Use Only section.
Click Save Internal Use Only. A confirmation screen displays.
Click <Edit to return to the previous screen or click Finish to return to the Applications menu.
Food Safety Inspections Summary
The Food Safety Inspections Summary allows state users to quickly and efficiently view information pertaining to sponsors' food safety inspections. The Food Safety Inspections Summary allows you to view details about all sponsors, only sponsors that have completed a food safety inspections report, or only sponsors that have NOT completed a food safety inspections report.
To access a site food safety inspections summary
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Food Safety Inspections Summary.
In
the Count column, select which summary you wish to view.
The number in the count column corresponds to the number of sponsors in
each category.
Click Back to Summary to return to the summary or click <Back to return to the Applications menu.
Annual Audit Status Certification
The Annual Audit Status Certification Form screen provides access to the selected sponsor’s Annual Audit Status Certification form based on the year that is selected. The State of California requires all SNP sponsors except new sponsors that are not currently participating in other nutrition programs, school districts and charter schools (types K, L, and M) to fill out an annual audit status certification form one time per year.
The Annual Audit Status Certification Form screen allows the sponsor to enter its information and allows the Department to view the entered data along with audit data imported from Audits and Investigation.
Viewing an Annual Audit Status Certification Form
If necessary, select a sponsor using Sponsor Search.
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Annual Audit Status Certification Form. The Annual Audit Status Certification Form screen displays.
Entering Internal Use Only I
From the Applications menu, click Annual Audit Status Certification Form. The Annual Audit Status Certification Form screen displays.
Click Internal Use Only on the Edit menu in the top-right corner.
If prompted, click OK in the dialog box that appears to continue without saving any changes.
Enter all relevant information in the Internal Use Only section.
Click Save Internal Use Only. A confirmation screen displays.
Click <Edit to return to the previous screen or click Finish to return to the Applications menu.
Deleting an Annual Audit Status Certification Form
From the Application menu, click Annual Audit Status Certification Form. The Annual Audit Status Certification Form screen displays.
On the Edit menu, click DELETE. A warning displays.
Click Delete. A confirmation screen displays.
Click Finish to return to the Applications menu.
The Annual Audit Summary Search screen provides a search filter for the Annual Audit Status List screen in order to simplify the annual audit process for state users. You can filter results by year, sponsor ID/name, status, exempt status, received date, and vendor number.
The search results from the query criteria entered on the Annual Audit Status Summary screen allow the user to view the AASC information as well as allows the user to export AASC data to an Excel spreadsheet for the Audit and Investigation interface.
Accessing Annual Audit Status Summary
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Annual Audit Status Summary. The Annual Audit Summary Search screen displays.
Searching for an Annual Audit Summary
Access the Annual Audit Status Summary from the Applications menu.
Use the drop-down menus or text boxes to enter search information.
Click Search. The Annual Audit Summary Search results screen displays.
Exporting Annual Data to Excel
the Annual Audit Status Summary from the Applications menu.
Search for an annual audit summary by using the search fields. The Annual Audit Summary Search results screen displays.
Click Export to Excel at the bottom of the screen. A gray 'File Save' box appears.
Click Save to save the spreadsheet to your computer.
Select the location to save the file.
Click Save. The annual audit summary data displays within the Excel program.
The Annual Audit Upload screen allows the user to upload the Audit & Investigation import file into CNIPS to create or update Annual Audit Status Certification Forms.
Accessing Annual Audit Upload
On the blue menu bar, click Applications. The Applications menu screen displays.
On the menu, click Annual Audit Upload. The Annual Audit Upload screen displays.
Uploading an Audit and Investigation Import File
Access the Annual Audit Upload from the Applications menu. The Annual Audit Upload screen displays.
Click Browse. The Choose file dialog box opens.
Navigate to the location of the file to upload in the dialog box. Click the file to select it.
Click
Open.
The path of the file is displayed in the Select File text box.
Click
Upload.
Once file has been uploaded without errors, a confirmation displays.
Click Finish.
The SB 80 Certification Summary function allows State users to quickly and efficiently view a summary of the SB 80 Certification report submission statistics. This menu option is available ONLY to authorized State users.
Accessing SB 80 Certification Summary
Viewing a SB 80 Certification Summary
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select SB 80 Certification Summary. The SB 80 Certification Summary screen displays.
Under Count, select an on-screen report summary to view.
Select the <Back button to return to the previous page.
Sending an Email to Selected Sponsors Regarding the SB 80 Certification Summary
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select SB 80 Certification Summary. The SB 80 Certification Summary screen displays.
Under Count, select an on-screen report summary to view.
Check the boxes next to each Sponsor to include in the email distribution or select “Select All” to select all Sponsors displayed.
Select Generate Email.
In a new window, your desktop will open the email software to a new blank email page. The Child Nutrition Director email addresses for the selected Sponsors appear in the “bcc” field.
Enter the email text and/or attach a letter. Through the email software, email notifications can now be sent.
Fresh Fruit and Vegetable Program Application
Sponsors invited by the State to participate in the Fresh Fruit and Vegetable Program (FFVP) must complete a Fresh Fruit and Vegetable Program Application. The Fresh Fruit and Vegetable Program Application is accessed from the Application Packet screen; however, it can be submitted outside of the Application Packet.
Accessing and Viewing a Fresh Fruit and Vegetable Program Application
On the blue menu bar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Select FFV Application. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Adding a Fresh Fruit and Vegetable Program application
On the blue menu bar, select Applications.
From the Applications menu, select Application Packet. The current year’s Application Packet screen displays.
Select FFV Application. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Enter the Sponsor’s Contact Information and select from the invited sites those that are interested in participating in the Fresh Fruit and Vegetable Program.
Select Save. A confirmation screen displays.
Select <Edit to return to the Fresh Fruit and Vegetable Program Application screen or select Finish to return to the Application Packet screen.
Modifying a Fresh Fruit and Vegetable Program application
On the blue menu bar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select FFV Application. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Update desired information.
Select Save. A confirmation screen displays.
Select <Edit to return to the Fresh Fruit and Vegetable Program Application screen or select Finish to return to the Application Packet screen.
Deleting a Fresh Fruit and Vegetable Program Application
On the blue menu bar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select FFV Application. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Select DELETE on the Edit menu in the top-right corner.
The system transfers you to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Select Finish.
Entering Internal Use Only Information
On the blue menu bar, select Applications.
From the Applications menu, select Application Packet. The most current year’s Application Packet screen displays.
Select FFV Application. The Fresh Fruit and Vegetable Program Application for the designated school year is displayed.
Select Internal Use Only in the top-right corner.
Select OK to continue.
Enter information in the Internal Use Only section.
Select Save Internal Use Only.
Fresh Fruit and Vegetable Program Summary
The State uses the Fresh Fruit and Vegetable Program (FFVP) Summary screen to 1) invite Sponsors/Sites to apply for FFVP funding and 2) approve invited Sponsors/Sites that have submitted a FFVP application to receive funding. This menu option is available ONLY to authorized State users.
Accessing the Fresh Fruit and Vegetable Program Summary
On the blue menu bar, select Applications.
From the Applications menu, select FFVP Program Summary. The Fresh Fruit and Vegetable Program Summary screen displays.
Inviting a Sponsor/Site to apply for Fresh Fruit and Vegetable Program funds
Outside the system, the State determines which Sponsors, and their sites, to invite to apply for Fresh Fruit and Vegetable Program funds. Once the State has determined their invite list, they must identify the invitees within CNIPS.
On the blue menu bar, select Applications.
From the Applications menu, select FFVP Program Summary. The Fresh Fruit and Vegetable Program Summary screen displays.
Select the “Count for the Sponsors/Sites Invited to participate in the Fresh Fruit and Vegetable Program (FFVP)” option. The Fresh Fruit and Vegetable Program Sites Invited screen displays.
Using the parameters provided, search for the Sponsor/Site you would like to invite to apply for the Fresh Fruit and Vegetable Program.
Select the checkbox next to each Sponsor/Site to invite. If you would like to invite all the Sponsors/Sites displayed, check the “Invite All” checkbox.
Select Save. The respective Sponsors/Sites selected become display only.
Approving a Sponsor/Site for Fresh Fruit and Vegetable Program funds
On the blue menu bar, select Applications.
From the Applications menu, select FFVP Program Summary. The Fresh Fruit and Vegetable Program Summary screen displays.
Select the “Count for the Sponsors/Sites Approved to participate in the Fresh Fruit and Vegetable Program (FFVP)”option. The Fresh Fruit and Vegetable Program Sites Approved screen displays. The screen defaults to all Sponsors/Sites that have a Fresh Fruit and Vegetable Program Application with a status of “Approved”.
Select the checkbox next to each Sponsor/Site to approve for funding. If you would like to approve all the Sponsors/Sites displayed, check the “Approve All” checkbox.
Select Save. The respective Sponsors/Sites selected become display only.
Fresh Fruit and Vegetable Program Grants
The State must identify within CNIPS the grant award amount for each Sponsor/Site approved to receive Fresh Fruit and Vegetable Program funds. The allocation of grant funds is performed through the Fresh Fruit and Vegetable Grants screen. This menu option is available ONLY to authorized State users.
Accessing the Fresh Fruit and Vegetable Program Grants
On the blue menu bar, select Applications.
From the Applications menu, select FFVP Grants. The Fresh Fruit and Vegetable Program Grants – Site Grant Summary List screen displays.
Allocating Grant Funds to a Sponsor/Site
On the blue menu bar, select Applications.
From the Applications menu, select FFVP Grants. The Fresh Fruit and Vegetable Program Grants – Site Grant Summary List screen displays for the selected Sponsor.
Select the Site to allocate grant funds. The Fresh Fruit and Vegetable Program Grants – Site Grant Detail List screen displays.
Select
Add if the Site has not had a grant allocated in the program year
or select Modify if the Site has a grant allocated, but changes
are needed.
The Fresh Fruit and Vegetable Program Grants – Site Grant screen displays.
Enter grant information.
Select Save. A confirmation screen displays.
Select <Edit to return to the Fresh Fruit and Vegetable Program Grants – Site Grant screen or select Finish to return to the Fresh Fruit and Vegetable Program Grants – Site Grant Detail List screen.
Fresh Fruit and Vegetable Program Grant Overview
To view all Fresh Fruit and Vegetable Program grants, the user can access the Fresh Fruit and Vegetable Grant Overview screen. This menu option is available ONLY to authorized State users.
Accessing the Fresh Fruit and Vegetable Program Grants
On the blue menu bar, select Applications.
From the Applications menu, select FFVP Grant Overview. The Fresh Fruit and Vegetable Program Grants – Grant Overview List screen displays.
Select the <Back button to return to the Applications menu screen.
The Community Eligibility Provision screen allows Sponsors to enter their Identified Students and Site Enrollment data for each of their sites. This data is used in determining a site’s potential eligibility in participating in the USDA Provision 4 CEP program. Sites which have a 40% or greater percentage of DC are eligible for this option. Sites whose percentage is between 30.00% - 39.99% are potentially eligible.
Accessing CEP Site Eligibility
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays.
Completing or Modifying CEP Site Eligibility
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays
Select Detail next to the year that you would like to enter data into the Site Enrollment screen. The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.
Enter number of Directly Certified students and the total student Enrollment for each site.
Select Save. A confirmation screen displays.
Select <Edit to return to the Site Enrollment screen or select Finish to return to the Site Enrollment list screen.
Deleting Site Enrollment
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays
Select Detail next to the year that you would like to enter data into the Site Enrollment screen. The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.
Select DELETE on the Edit menu in the top-right corner.
The system transfers you to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Select Finish.
To enter Internal Use Only information
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Community Eligibility Provision. The Community Eligibility Provision (CEP) Site List screen displays.
Select Detail next to the year that you would like to enter data into the Site Enrollment screen. The Community Eligibility Provision (CEP) - Site Eligibility screen for the designated reporting month is displayed.
Enter information in the Internal Use Only section.
Select Save Internal Use Only.
If the Sponsor is interested in participating in the Community Eligibility Provision offered by the USDA, the Community Eligibility Provision Schedule must be completed. This item is automatically added to the Application Packet screen when the Sponsor answers “Yes” to the “Will any of your sites be participating in the Community Eligibility Provision (CEP) for the National School Lunch Program?” question under the Eligibility Information section of the Sponsor Application.
To access the Community Eligibility Provision Schedule
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Application Packet. The Application Packet screen displays.
Select Details next to Community Eligibility Provision (CEP) Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.
Defining a CEP Schedule
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Application Packet. The Application Packet screen displays.
Select Add next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.
For each site, under the Group column, select whether the site will qualify based on its own site data by selecting “Individual” or if the site will qualify by being grouped with other sites by selecting the group number.
Once all sites have been either identified as “Individual” or assigned to a group, select Save.
Adding a Site to an Existing Community Eligibility Provision Schedule
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Application Packet. The Application Packet screen displays.
Select Modify next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.
The new site will be identified as “Unassigned” under the Group column. Select the group to which the site should be associated or select “Individual” if the site qualifies based on its own student data.
Select Save. A confirmation screen displays.
Select <Edit to return to the Community Eligibility Provision (CEP) Schedule screen or select Finish to return to the Application Packet screen.
Deleting a Community Eligibility Provision Schedule
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Application Packet. The Application Packet screen displays.
Select Modify next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.
Select DELETE on the Edit menu in the top-right corner. The system transfers you to the bottom of the screen and a warning message is displayed.
Select the Delete button at the bottom of the page. A confirmation message displays.
Entering Internal Use Only information
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Application Packet. The Application Packet screen displays.
Select Admin next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.
Enter information in the Internal Use Only section.
Select Save Internal Use Only. A confirmation screen displays.
Select <Edit to return to the Community Eligibility Provision (CEP) Schedule screen or select Finish to return to the Application Packet screen.
Exporting the Community Eligibility Schedule
On the blue menu bar, select Applications. The Applications menu screen displays.
On the menu, select Application Packet. The Application Packet screen displays.
Select View next to Community Eligibility Provision Schedule. The Community Eligibility Provision (CEP) Schedule screen displays.
Select the Export button. A spreadsheet opens in Microsoft Excel that lists information displayed in the Grouping section of the Community Eligibility Provision (CEP) Schedule screen.
Claims
The CNIPS Claims component allows sponsors to submit monthly online reimbursement claim requests to the State. The sponsor begins by submitting a monthly reimbursement claim to the California Department of Education. These claims are approved for payment once they have been cleared of all errors, submitted and accepted by CNIPS.
A sponsor organization submits a reimbursement claim to the CDE for every month in which one or more sites participates in the School Nutrition Program. Sponsors may enter sponsor and site information into the monthly claim form beginning at the first of every month. Organizations have sixty 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.
Sponsors use the Claims Menu to access claim functions (SNP, SMP, or SSFO), view current claim rates, or view payment summaries. From the menu, click a claims item to access that claim function.
Various dates display throughout the claims function of CNIPS.
The Claim Entry function is used to enter, modify, and view claims for the School Nutrition Program or State Meal Program. Within Claim Entry, you can submit claims at the sponsor or site level. Original and upward adjusted claims cannot be submitted if the received date is more than 60-days since the last day of claim month/year. In order to create a claim in a given month, an application must be in effect for the period.
Accessing a Claim Entry
On the blue menu bar at the top of the page, click Programs.
Click SNP.
On the blue menu bar, click Claims.
On
the Claims menu, click Claim Entry.
If a sponsor has already been selected, the [Year] SNP Claim Summary screen
displays.
If no sponsor has been selected, use the Sponsor Search to search for and
select a sponsor.
Click
the desired Claim Month.
The [Year] SNP Claim Month Details screen displays.
After selecting Claim Entry from the Claims menu, the SNP Claim Year Summary for the selected year displays. This screen summarizes the Earned Amounts (the current value of the claim) the claim status, by month. Once the state has received the claim, the Date Received displays in the respective column. Once the state has processed the claim, the Date Processed appears in the respective column. The number in the Adjustment Number column refers to the number of times the original claim has been modified (Modified claims must be re-processed by the state). Clicking a claim month will take you to the [Year] SNP Claim Month Details screen.
From the Claim Month Details screen, you can access a view-only summary of a claim (click Summary) or the complete claim by site or sponsor (click Claim). (Settings within the Sponsor Profile determine who is responsible for submitting claims.)
The Claim Site List screen displays all active sites that can be claimed for the month selected and allows access to individual site claim forms for entry of claim data.
The Site Claim Form screen provides a place to enter site-level claim reporting data for the selected month. The figures below show a partial claim form which consists of sections for meal types. Only the program portions on the claim form the sponsor is approved for will appear. The following figure is an example of a site claim form. Not all fields display may apply to your sponsor organization.
If the sponsor is utilizing either Provision 2 or Community Eligibility Provision (CEP), only total meals will be enterable for either lunch or breakfast and the system will automatically calculate the breakout of meals for free, reduced, and paid categories.
Adding an Original Claim
Claims can be added for any eligible month in the school year, as long as an application is in effect for that period. Once a claim has been completed and submitted without error, the State can process the claim and batch the claim for payment.
From
the Claims menu, click Claim Entry.
Click the desired Claim Month.
Click Add Original Claim.
Under
Actions, click Add to the left of the Site Name you wish to add
an original claim for.
The [Year] SNP Site Claim Report screen displays. Enter claim information
for all enrolled programs.
Click Save.A confirmation screen displays.
Click <Edit to return to the SNP Site Claim Report screen you just modified or click Finish to return to the SNP Claim Site List screen.
Revising a Sponsor Claim
Downward adjusted claims may be revised at any time. Upward adjusted claims may be revised if the date of submission is within 60 days of the last day of the claim month. Revised claims must be re-processed by the state regardless of their original status.
From
the Claims menu, click Claim Entry.
Click the desired Claim Month.
Click Add Revision.
Make any necessary changes to the claim.
Click Save. A confirmation screen displays.
Click <Edit to return to the SNP Site Claim Report screen you just modified or click Finish to return to the SNP Claim Site List screen.
Revising a Site Claim
Downward adjusted claims may be revised at any time. Upward adjusted claims may be revised if the date of submission is within 60 days of the last day of the claim month. Revised claims must be re-processed by the state regardless of their original status.
From
the Claims menu, click Claim Entry.
The [Year] SNP Claim Summary screen displays.
Click
the desired Claim Month.
The [Year] SNP Claim Month Details screen displays.
Click
Add Revision.
The [Year] SNP Claim Site List screen displays.
Click Revise for the Site you wish to revise.
Make any necessary changes to the claim.
Click Save. A confirmation screen displays.
Click <Edit to return to the SNP Site Claim Report screen you just modified or click Finish to return to the SNP Claim Site List screen.
Submitting a Claim for Payment
From
the Claims menu, click Claim Entry.
Click the desired Claim Month.
Click the checkbox in the Certification section.
ClickSubmit for Payment. A confirmation message displays.
Viewing a Claim
From the Claims menu, click Claim Entry.
Click
the desired Claim Month.
Under Claim Items, click Claim to the left of the claim you wish to view.
Under Actions, click View to the left of the claim site you wish to view.
Viewing a Claim Summary
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.
From the Claims menu, click Claim Entry.
Click the desired Claim Month.
Under Claim Items,
click Summary to the left of the claim summary you wish to view.
Deleting a Sponsor Claim
From
the Claims menu, click Claim Entry.
Click the desired Claim Month.
Under Claim Items, click Claim to the left of the claim you wish
to delete.
Click Delete in the Edit menu in the upper-right corner.
Click Delete. A confirmation screen displays.
Click Finish.
Deleting a Site Claim
From
the Claims menu, click Claim Entry.
The [Year] SSFO Claim Year Summary screen displays.
Click
the desired Claim Month.
The [Year] SSFO Claim Month Details screen displays.
Under Claim Items, click Claim to the left of the claim you wish to delete.
Under Actions, click Delete for the corresponding site name.
Click Delete in the Edit menu in the upper-right corner.
Click
Delete.
A confirmation screen displays.
Click Finish.
Uploading Data
From the Claims menu, click Claim Entry.
Click
the desired Claim Month.
Click Upload Data.
Click Browse. The Choose file dialog box opens.
Navigate to the location of the file you wish to upload in the dialog box. Click the file to select it.
Click Open. The path of the file is displayed in the Select File text box.
Click Upload. Once file has been uploaded without errors, a confirmation displays.
Click Finish to return to the [Year] SNP Claim Month Details screen.
The School Nutrition Program Claim Cost Detail screen enables the user to enter claim cost information.
Entering or Modifying Claim Cost Details
From the Claims menu, click Claim Entry. The [Year] SNP Claim Summary screen displays.
Click
[Month] [Year].
Click Costs in the Claim Items Column.
Enter all relevant information into the available text boxes.
Click Save when complete. A confirmation displays.
Click <Edit to return to the Claim Cost Details screen you just modified or click Finish to return to the SNP Claim Months Details screen.
Entering Internal Use Only information – Sponsor Level
From
the Claims menu, click Claim Entry.
Click the desired Claim Month.
Click Claim in the Claim Items column.
Click Internal Use Only on the edit menu in the top-right corner.
Click OK in the gray dialog box to continue without saving changes.
Enter the Received Date.
Enter the Reason Code using the drop-down list.
Enter any internal comments in the Comments field.
Enter any comments to sponsor in the Comment(s) to Sponsor field.
Click Save Internal Use Only. A confirmation displays.
Click <Edit to return to the [Year] SNP Sponsor Claim for Reimbursement screen you just modified or click Finish to return to the SNP Claim Months Detail screen.
Entering Internal Use Only information – Site Level
From the Claims menu, click Claim Entry.
Click the desired Claim Month.
Click Claim in the Claim Items column.
Select the Site for which you wish to enter information.
Click Internal Use Only.
Click OK in the gray dialog box to continue without saving changes, if necessary.
Enter the Received Date.
Enter the Reason Code using the drop-down list.
Enter any internal comments in the Comments field.
Enter any comments to sponsor in the Comment(s) to Sponsor field.
Click Save Internal Use Only. A confirmation displays.
Click <Edit to return to the [Year] SNP Sponsor Claim for Reimbursement screen you just modified or click Finish to return to the SNP Claim Months Detail screen.
Claim Entry – Seamless Summer
The Claim Entry function is used to enter, modify, and view claims for the SSFO. Original and upward adjusted claims cannot be submitted if the received date is more than 60-days since the last day of claim month/year, while downward adjusted claims can be submitted if the received date is more than 60-days since the last day of claim month/year. Furthermore, claims cannot be created for a month if there is no application in effect for that period.
Accessing a Seamless Summer Claim Entry
On the blue menu bar, click Claims.
On the Claims menu, click Claim Entry - Seamless Summer.
If
a sponsor has already been selected, the [Year] SNP Claim Summary screen
displays.
If no sponsor has been selected, use the Sponsor Search to search for and
select a sponsor
Click
the desired Claim Month.
After selecting Claim Entry from the Claims menu, the SSFO Claim Year Summary for the selected year displays. This screen summarizes the Earned Amounts (the current value of the claim) and the claim status, by month. Once the state has received the claim, the Date Received displays in the respective column. Once the state has processed the claim, the Date Processed appears in the respective column. The number in the Adjustment Number column refers to the number of times the original claim has been modified (Modified claims must be re-processed by the state). Clicking a claim month will take you to the [Year] SSFO Claim Month Details screen.
From the Claim Month Details screen, you can access a view-only summary of a claim (click Summary) or the complete claim by site or sponsor (click Claim) (Settings within the Sponsor Profile determine who is responsible for submitting claims.)
The Claim Site List screen displays all active sites that can be claimed for the month selected and allows access to individual site claim forms for entry of claim data.
The Site Claim Form – Seamless Summer screen provides a place to enter site-level claim reporting data for the selected month. Figures 48 and 49 show a partial claim form which consists of sections for meal types. In real use, only the meal types that a sponsor or site is approved for will appear on the screen.
Adding an Original Claim
Claims can be added for any eligible month in the school year, as long as an application is in effect for that period. Once a claim has been completed and submitted without error, the State can process the claim for payment.
From the Claims menu, click Claim Entry - Seamless Summer.
Click the desired Claim Month.
Click Add Original Claim.
Under Actions, click Add to the left of the Site Name you wish to add an original claim for.
Enter claim information for all enrolled programs.
Click Save. A confirmation screen displays.
Click <Edit to return to the SSFO Site Claim Report screen you just modified or click Finish to return to the SSFO Claim Site List screen.
Revising a Sponsor Claim
Downward adjusted claims may be revised at any time. Upward adjusted claims may be revised if the date of submission is within 60 days of the last day of the claim month. Revised claims must be re-processed by the state regardless of their original status.
From the Claims menu, click Claim Entry - Seamless Summer.
Click the desired Claim Month.
Click Add Revision.
Make any necessary changes to the claim.
Click Save. A confirmation screen displays.
Click <Edit to return to the SSFO Site Claim Report screen you just modified or click Finish to return to the SSFO Claim Site List screen.
Revising a Site Claim
Downward adjusted claims may be revised at any time. Upward adjusted claims may be revised if the date of submission is within 60 days of the last day of the claim month. Revised claims must be re-processed by the state regardless of their original status.
From
the Claims menu, click Claim Entry.
Click the desired Claim Month.
Click Add Revision.
Click Revise for the Site you wish to revise.
Make any necessary changes to the claim.
Click Save. A confirmation screen displays.
Click <Edit to return to the SSFO Site Claim Report screen you just modified or click Finish to return to the SSFO Claim Site List screen.
Submitting for Payment
From
the Claims menu, click Claim Entry - Seamless Summer.
Click the desired Claim Month.
Click the checkbox in the Certification section.
Click Submit for Payment. A confirmation message displays.
Viewing a Claim
From the Claims
menu, click Claim Entry - Seamless Summer.
Click the desired Claim Month.
Under Claim Items, click Claim to the left of the claim you wish
to view.
Under Actions, click View to the left of the claim site you wish
to view.
Viewing a Claim Summary
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.
From
the Claims menu, click Claim Entry - Seamless Summer.
Click the desired Claim Month.
Under
Claim Items, click Summary to the left of the claim summary you
wish to view.
Deleting a Sponsor Claim
From the Claims menu, click Claim Entry.
Click
the desired Claim Month.
Under Claim Items, click Claim to the left of the claim you wish
to delete.
Click Delete in the Edit menu in the upper-right corner.
Click Delete. A confirmation screen displays.
Click Finish.
Deleting a Site Claim
From the Claims menu, click Claim Entry.
Click the desired Claim Month.
Under Claim Items, click Claim to the left of the claim you wish to delete.
Under Actions, click Delete for the corresponding site name.
Click Delete in the Edit menu in the upper-right corner.
Click Delete. A confirmation screen displays.
Click Finish.
Uploading Data
From
the Claims menu, click Claim Entry - Seamless Summer.
The [Year] SSFO Claim Year Summary screen displays.
Click
the desired Claim Month.
The [Year] SSFO Claim Month Details screen displays.
Click
Upload Data.
The SSFO Claim Upload screen displays.
Click
Browse.
The Choose file dialog box opens.
Navigate
to the location of the file you wish to upload in the dialog box.
Click the file to select it.
Click
Open.
The path of the file is displayed in the Select File text box.
Click
Upload.
Once file has been uploaded without errors, a confirmation displays.
Click Finish to return to the [Year] SSFO Claim Month Details screen.
To enter Internal Use Only information – Sponsor Level
From
the Claims menu, click Claim Entry – Seamless Summer.
The [Year] SSFO Claim Summary screen displays.
Click
the desired Claim Month.
The [Year] SSFO Claim Month Details screen displays.
Click
Claim in the Claim Items column.
The [Year] SSFO Sponsor Claim for Reimbursement screen displays.
Click Internal Use Only on the edit menu in the top-right corner.
Click OK in the gray dialog box to continue without saving changes.
Enter the Received Date.
Enter the Reason Code using the drop-down list.
Enter any internal comments in the Comments field.
Enter any comments to sponsor in the Comment(s) to Sponsor field.
Click Save Internal Use Only. A confirmation displays.
Click <Edit to return to the [Year] SSFO Sponsor Claim for Reimbursement screen you just modified or click Finish to return to the SSFO Claim Months Detail screen.
Entering Internal Use Only information – Site Level
From
the Claims menu, click Claim Entry – Seamless Summer.
Click the desired Claim Month.
Click Claim in the Claim Items column.
Select the Site for which you wish to enter information.
Click Internal Use Only.
Click OK in the gray dialog box to continue without saving changes, if necessary.
Enter the Received Date.
Enter the Reason Code using the drop-down list.
Enter any internal comments in the Comments field.
Enter any comments to sponsor in the Comment(s) to Sponsor field.
Note: This feature may be utilized by state users to inform sponsors about errors or problems with their claim.
Click Save Internal Use Only. A confirmation displays.
Click <Edit to return to the [Year] SSFO Sponsor Claim for Reimbursement screen you just modified or click Finish to return to the SSFO Claim Months Detail screen.
The Claim Entry function is used to enter, modify, and view claims for the Fresh Fruit and Vegetable Program. Original claims cannot be submitted if received date is more than 60-days since last day of claim month/year, while upward adjusted claims cannot be submitted if received date is more than 60-days since last day of claim month/year. Furthermore, claims cannot be created for month if there is no application in effect for that period.
To access FFVP claim entry
On the blue menu bar, click Claims.
On
the Claims menu, click Claim
Entry - FFVP.
Click the desired Claim Month.
After selecting Claim Entry from the Claims menu, the FFVP Claim Year Summary for the selected year displays. This screen summarizes the Earned Amounts (the current value of the claim) and the claim status, by month. Once the state has received the claim, the Date Received displays. Once the state has processed the claim, the Date Processed appears in the respective column. The number in the Adjustment Number column refers to the number of times the original claim has been modified (Modified claims must be re-processed by the state.)
From the Claim Month Details screen, you can access a view-only summary of a claim (click Summary) or the complete claim by site or sponsor (click Claim) (Settings within the Sponsor Profile determine who is responsible for submitting claims.)
The Claim Site List screen displays all active sites that can be claimed for the month selected and allows access to individual site claim forms for entry of claim data.
The Site Claim Form – FFVP screen provides a place to enter site-level claim reporting data for the selected month.
Adding an Original Claim
Claims can be added for any eligible month in the school year, as long as an application is in effect for that period. Once a claim has been completed and submitted without error, the State can process the claim and batch the claim for payment.
From
the Claims menu, click Claim Entry - FFVP.
Click the desired Claim Month.
Click Add Original Claim.
Under Actions, click Add to the left of the Site Name you wish to add an original claim for.
Enter claim information.
Select Save before navigating to a different page.
Click Fresh Fruit and Vegetable Costs.
Enter all information for fresh fruit and vegetables being claimed.
Click Save, then click finish and continue with next step, or edit to return to the same section that was completed.
Click Operational Costs.
Enter all information for operational costs.
Click Save, then click finish and continue with next step, or edit to return to the same section that was completed.
Click Administrative Costs.
Enter all information for administrative costs.
Click Save, then click finish and continue with next step, or edit to return to the same section that was completed.
Click the checkbox if claiming indirect costs.
Click Sponsor Comments to enter any comments.
Click Save.
Click Save to save the overall FFVP Claim data. A confirmation screen displays.
Click Finish to return to the FFVP Claim Site List screen.
Repeat steps 4-20 for all FFVP sites.
Click Submit for Payment to submit the claim.
Revising a Claim
Claims may be revised if the date of re-submission is within 60 days of the last claim month/year. Revised claims must be re-processed by the state regardless of their original status.
From
the Claims menu, click Claim Entry - FFVP.
Click the desired Claim Month.
Click Add Revision.
Click Modify to the left of the claim site you wish to modify.
Make any necessary changes to the claim.
Click Save. A confirmation screen displays.
Click <Edit to return to the FFVP Site Claim Report screen you just modified or click Finish to return to the FFVP Claim Site List screen.
Viewing a Claim
From
the Claims menu, click Claim Entry - FFVP.
Click the desired Claim Month.
Under Action, click View.
Under
Actions, click View to the left of the claim site you wish to view.
Viewing a Claim Summary
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.
From
the Claims menu, click Claim Entry - FFVP.
Click the desired Claim Month.
Under Action, click Summary.
Deleting a Claim
From the Claims menu, click Claim Entry - FFVP.
Click
the desired Claim Month.
Under Action, click Modify. The FFVP Site List screen displays.
Under Actions, click Modify to the left of the claim you wish to delete.
Click Delete in the Edit menu in the upper-right corner.
Click Delete. A confirmation screen displays.
Click Finish.
Reviewing a Claim (State Users)
From the Claims menu, click Claim Entry – FFVP.
Click the desired Claim Month.
Click Modify under Action.
Click Admin for the desired claim.
Click Fresh Fruit and Vegetable Costs.
For each item, select the Item Status from the dropdown list or select the “Set all reviewed” checkbox to mark each item as reviewed.
Click Save Internal Use Only, then click Finish.
Click Operational Costs.
For each item, select the Item Status from the dropdown list or select the “Set all reviewed” checkbox to mark each item as reviewed.
Click Save Internal Use Only, then click Finish.
Click Administrative Costs.
For each item, select the Item Status from the dropdown list or select the “Set all reviewed” checkbox to mark each item as reviewed.
Click Save Internal Use Only, then click Finish.
Click Internal Use Only Comments to enter any comments.
Click Save Internal Use Only, then click Finish.
Click <Back to return to the Claim Site List.
Repeat steps 4-16 for each claim.
Click Approve to approve the claim once all site claims have been reviewed.
Entering Internal Use Only
From
the Claims menu, click Claim Entry – FFVP.
The [Year] FFVP Claim Summary screen displays.
Click
the desired Claim Month.
The [Year] FFVP Claim Month Details screen displays.
Click
Modify under Action.
The [Year] FFVP Sponsor Claim for Reimbursement screen displays.
Click Internal Use Only.
Enter the Claim Received Date.
Enter the Reason Code using the drop-down list.
Enter the ‘One Time Only’ Approved Date.
Click
Save, then Finish.
A confirmation displays.
Claim Rates
The Claim Rates function within the Claims menu allows you to view State and Federal Claim Reimbursement Rates for a selected school year. The rates displayed apply for the effective dates listed at the top of the page. To access rates for a different year, you must Select a New Program Year.
National School Lunches are reimbursed based on the reimbursement rate established by the USDA. The reimbursement rate is updated by the USDA annually and is in effect from July 1st until June 30th of the following year. The reimbursement rate is entered by CDE staff through the Claim Rate Maintenance screens (Claim Rate Maintenance can be accessed through the Configuration Module).
Accessing Claim Rates
On the blue menu bar, click Claims.
On the Claims menu, click Claim Rates. The Claim Reimbursement Rates for School Nutrition Programs/State Meal Only in [Year] screen displays.
Use the Back button on your Internet browser or use the breadcrumb trail to navigate back to the previous page.
Payment Summary
The Payment Summary screen provides a list of schedules and process dates for the selected school year. Each schedule number and process date represents payments that have been scheduled. The payment summary may include a portion of a claim, i.e., state or federal payment. Payments from payment batches are grouped by program and sorted by date.
Accessing Payment Summary
On the blue menu bar, click Claims.
On
the Claims menu, click Payment Summary.
The Sponsor Payment Summary screen displays.
Viewing a Payment Summary (by Month)
Access the Payment Summary through the Claims menu.
Click
the text of the schedule number you wish to view.
The payment summary displays for all payments in the month of the batch.
Click <Back to return to the Sponsor Payment summary screen.
Reports
Reports for the School Nutrition Program are available to users through the CNIPS Reports component.
About Reports
The Reports component of the SNP module enables users to run, view and print reports by utilizing information gathered and logged by the application. The Report List contains all reports available within the module and is divided into groups. Each report is categorized and listed alphabetically under these groups. As new reports are added to CNIPS, this menu will expand to show those new reports.
Once a user selects a particular report, CNIPS may prompt the user for additional information needed before building the report, such as a particular Fiscal Year, Claim Month, Sponsor, and/or Sort Order.
While all reports are available to state users, sponsors users have access to only certain reports. Therefore, the Reports menu will only display categories containing reports to which the user has access.
Viewing a Report
On the blue menu bar at the top of the page, click Reports.
Click the report you wish to view from the Report List.
If required, use the drop-down lists and/or text fields to enter parameters.
Click Create Report. The report displays in a new 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 may limit data contained in the report or control how the information is sorted or grouped. Below is an example of types of report parameters that may be used for running a report.
Report
The report displays in the right-hand pane. Use the scroll bar to scroll through the report or the right and left arrows ◄ ► to navigate through the report one page at a time.
To print the report, click on the printer icon then use the printer setup dialogue box to indicate what you wish to print.
Reports displayed as web pages are printed using the web browser ‘Print’ button.
Security
Security is an important part of the integrity of the CNIPS site. The Security component of the SNP module is the access point to user-level security settings. Individuals may change their password through the Change Password feature, while administrators and state users can manage other user-level security settings through the User Manager. In addition, state and sponsor users with security clearance can manager individual user settings within the User Manager.
Security Menu
The Security menu is the access point to the Change Password and User Manager functions.
Accessing the Security Menu
Click Security on the blue menu bar at the top of the page. The Security menu displays.
Click a security item to access that security function.
Change Password
System security is greatly enhanced by regularly modifying your password.
Accessing Change Password
On the blue menu bar, click Security.
On the Security menu, click Change Password. The Change Password screen displays.
Enter your New Password.
Re-Enter your New Password.
Click Save. A confirmation message displays.
Click <Edit to return to the Change Password screen you just modified or click Finish to return to the Security menu.
User Manager
The User Manager allows authorized users to set up and maintain various components of a user’s security access. The features within the User Manager enable you to add new users, set up and modify user profiles, change passwords, and set assigned groups, security rights and associated sponsors.
Accessing User Manager
On the blue menu bar, click Security.
Click
User Manager.
The Search for User screen displays.
Searching for a User
Before proceeding in the User Manager, you must always search for and select a user you wish to access. If you have already selected a user or are elsewhere in the application, return to the User Manager screen.
From the User Manager/Search for User Page, select the type of search on the Search By drop-down list. Enter the Last Name, User Name or CNIPS ID in the text box, and click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Adding a New User
If you have already selected a user or are elsewhere in the application, return to the User Manager screen.
From the User Manager screen, click Add New User. The User Profile screen displays.
Enter the new user's information in the User Information section.
Enter
the new user's login name and password.
Enter the password again for confirmation (The new user is required
to create a new password upon first logging in.)
Use the buttons to select if the user is a state employee, an administrator, and if the user is to only be granted access to associated sponsors.
Use the drop-down menu to select the user's status.
Click Save. A confirmation screen displays.
Click <Edit to return to the User Profile screen you just modified or click Finish to return to the User Options menu.
User’s Profile
The User's Profile enables you to view and modify a user's basic information, login, security base, and status. In addition to name, contact, and login information, the user's profile specifies whether the user is a state employee, an administrator, and if the user is granted access to associated sponsors only. These specifications affect which program functions the user may access. Furthermore, users specified as Active have access to all normal functions, while Inactive and Locked users are not permitted to login or access the system.
Accessing a User’s Profile
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On
the Search By drop-down list, select the type of search, enter
the Last Name, User Name or CNIPS ID in the text
box, and then click Search or click All to display a list
of all users.
A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Profile. The User’s Profile screen displays.
View or Modify a User’s Profile
Access the User's Profile you wish to view or modify through the User Manager.
Modify any desired information.
Click Save. A confirmation screen displays.
Click <Edit to return to the User Profile screen you just modified or click Finish to return to the User Options menu.
Deleting a User’s Profile
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Profile. The User Profile screen displays.
On the Edit menu, click DELETE. A warning displays.
Click Delete. A confirmation screen displays.
Click Finish to return to the User Options menu.
User’s Assigned Group(s)
The User Assigned Group(s) enables you to assign a user to numerous pre-defined groups. Groups are created as a way to categorize multiple users together to provide identical security settings for the entire group. Changing any security setting for the group changes the setting for each member in that group.
Accessing User Assigned Group(s)
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On
the Search By drop-down list, select Last Name or User Name,
enter all or part of the Name in the text box, and then click Search.
Click
All to display a list of all users. A list of users matching the
search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Assigned Group(s). The User’s Assigned Group(s) screen displays.
Adding a User to Assigned Group(s)
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Assigned Group(s). The User’s Assigned Group(s) screen displays.
Select the group you want to add the user to on the Available Group list.
Click Add>.
Click OK on the Message box that appears.
Click Save. A confirmation screen displays.
Click <Edit to return to the User Assigned Group(s) screen you just modified or click Finish to return to the User Options menu.
Removing a User from Assigned Group(s)
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Assigned Group(s). The User’s Assigned Group(s) screen displays.
Select the group you want to remove the user from on the Available Group list.
Click <Remove.
Click OK on the Message box that appears.
Click Save. A confirmation screen displays.
Click <Edit to return to the User’s Assigned Group(s) screen you just modified or click Finish to return to the User Options menu.
User’s Security Rights
The User Security Rights feature enables administrators to set security rights for an individual user. These rights determine the areas within the system's programs and modules the user is granted access.
When a user has assigned groups, the groups' default security settings will apply and display in the user's security rights. No more rights may be given to the user than are given to the group. However, administrators may deny user's specific rights through this feature. Users cannot modify their own security rights.
Accessing User Security Rights
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Security Rights. The User’s Security Rights screen displays.
Modifying a User’s Security Rights
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Security Rights. The User’s Security Rights screen displays.
Modify the desired information.
Click Save. A confirmation screen displays.
Click <Edit to return to the User Security Rights screen you just modified or click Finish to return to the User Options menu.
User’s Associated Sponsors
The User's Associated Sponsors feature enables you to associate individual users to specific sponsors. In order for users to have access to system functions for a sponsor, such as claims access, users must be associated with the sponsor. Similarly, users who should no longer have access to sponsor functions need to have their sponsor association removed.
Accessing User’s Associated Sponsors
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Associated Sponsors. The User’s Associated Sponsors screen displays.
Adding a Sponsor Association
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Associated Sponsors. The User’s Associated Sponsors screen displays.
Click Add Sponsor. The Add User’s Associated Sponsors screen displays.
Enter the CNIPS ID or the Sponsor Name, and then click Search or click All to display a list of all sponsors. A list of users matching the search criteria displays.
Click Add Association to the left of the Sponsor you want to associate with the User. A confirmation message displays.
Click Finish. The User’s Associated Sponsor screen displays with the newly added Sponsor on the list.
Removing a Sponsor Association
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click User’s Associated Sponsors. The User’s Associated Sponsors screen displays.
Click Remove to the left of the Sponsor you want to remove. A confirmation message displays.
Click Finish. The User’s Associated Sponsor screen displays with the Associated Sponsor no longer on the list.
Reset User's Password
The Reset User's Password enables you to reset a user's password required to login to the system.
Accessing Reset User’s Password
On the blue menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click Reset User’s Password. The Reset User’s Password screen displays.
Resetting a User’s Password
On the menu bar, click Security.
Click User Manager. The Search for User screen displays.
On the Search By drop-down list, select Last Name or User Name, enter all or part of the Name in the text box, and then click Search or click All to display a list of all users. A list of users matching the search criteria displays.
Select the User you wish to access. The User Options menu displays.
Click Reset User’s Password. The Reset User's Password screen displays.
Enter the New Password.
Confirm the New Password.
Click Save. A confirmation screen displays.
Click <Edit to return to the Reset User's Password screen or click Finish to return to the User Options menu.
Sponsors
The Sponsors menu item allows users to quickly select a new sponsor to work with within the CNIPS application. A sponsor must be selected within CNIPS in order to access most program functions.
Sponsor Search
For most School Nutrition Program functions, you must search for and select a Sponsor before beginning any task using the Sponsor Search function.
Sponsor Search allows you to search for the sponsor using all or part of the sponsor’s Legacy Agreement Number, CNIPS ID, Sponsor Name, or Vendor Number or you can display a list of all sponsors. The search result displays in the Sponsors List below the search criteria.
Accessing Sponsors
On the blue menu bar, click Sponsors. The Sponsor Search screen displays.
Enter all or a portion of the CNIPS ID, Sponsor Name, Vendor Name or Legacy Agreement Number in the respective text box, and then click Search. You may limit your search to Sponsors within a specific County, Packet Status, Region or Enrollment Status, or associated to a specific Field Service Rep or Packet Assigned To a specific individual by selecting the desired choice from the respective drop-down list. The Sponsors List displays based on the selected criteria. If no choices were made the list displays all of the available Sponsors.
Click the sponsor you wish to work with.
Selecting a Sponsor
On the blue menu bar at the top of the page, click Sponsors. The Sponsor Search screen displays.
Enter all or a portion of the CNIPS ID, Sponsor Name, Vendor Name or Legacy Agreement Number in the respective text box.
Click Search. You may limit your search to Sponsors within a specific County, Packet Status, Region or Enrollment Status, or associated to a specific Field Service Rep or Packet Assigned To a specific individual by selecting the desired choice from the respective drop-down list.
Click the sponsor you wish to work with.
Adding a New Sponsor
On the blue menu bar, click Sponsors. The Sponsor Search screen displays.
Click Add New Sponsor. The Sponsor Profile screen displays.
Enter the CD Code.
Enter the Sponsor Name.
Enter the Legacy Agreement Number, if applicable.
Enter the Federal Identification No.
Select the Region.
Enter the Vendor Number.
Select the School Code.
Select the Program(s) the Sponsor will operate.
Select the types of Claims the Sponsor will report.
Select the Sponsor Status.
Click Save. A confirmation screen displays.
Click <Edit to return to the Sponsor Profile screen you just modified or click Finish to display the Sponsor Profile Menu screen for the new Sponsor.