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.
Claim Year Summary – Seamless Summer
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.
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.