On site review checklist. Assessment of the meal counting and claiming system

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

Assessment of the meal counting and claiming system. According to 7 CRF 210.8 (a)(1), every school year, prior to February 1, each School Food Authority (SFA) with more than one school (as defined 7 CFR part 210.2 to include Residential Child Care Institutions (RCCIs) must preform no less than one on-site review of the lunch counting and claiming system employed by each school under its jurisdiction. Each on-site review must ensure the school's claim is based on a counting system, as implemented, and yields the actual number of reimbursable free, reduced price, and paid lunches, respectively, served for each day of operation. If the review discloses problems with the school's meal counting or claiming procedures, the SFA must ensure that the school implements corrective action, and within 45 days of the review conduct a follow-up on-site review to determine that the corrective action resolved the problems.

• 1. Is the method used for counting reimbursable meals in compliance with the approved point of service requirements? (Meal counts must be taken at the location where complete meals are served to children.)

  Yes

  No

  N/A

• 2. Is the point of service meal count used to determine the school's claim for reimbursement?

  Yes

  No

  N/A

• 3. Is the person responsible for monitoring meals correctly identifying reimbursable meals for the menu planning option selected by the SFA?

  Yes

  No

  N/A

• 4. Is the school correctly implementing policies for handling the following?

  Yes

  No

  N/A

• Incomplete meals?

  Yes

  No

  N/A

• Second meals?

  Yes

  No

  N/A

• Lost, stolen, misused, forgotten or destroyed tickets, token, IDs ,PINs?

  Yes

  No

  N/A

• Visiting student meals?

  Yes

  No

  N/A

• Adult and non-student meals (and identifying program vs. non-program)?

  Yes

  No

  N/A

• A la carte?

  Yes

  No

  N/A

• Student workers?

  Yes

  No

  N/A

• Field trips?

  Yes

  No

  N/A

• Charged and/or prepaid meals?

  Yes

  No

  N/A

• Offer vs. serve?

  Yes

  No

  N/A

• 5. Is there a method of identifying non-reimbursable meals (I.e. not meeting meal patten requirements, seconds, adult meals, etc.), distinguishing them from reimbursable meals?

  Yes

  No

  N/A

• 6. Is someone trained as a backup for the monitor and the meal counter?

  Yes

  No

  N/A

• 7. Are there procedures for meal counting and claiming when the primary counting and claiming system is not available and do staff know when and how to implement it?

  Yes

  No

  N/A

• 8. Are the daily counts correctly totaled and consolidated?

  Yes

  No

  N/A

• 9. If the claims are aggregated, are the meal counts correctly totaled and consolidated?

  Yes

  No

  N/A

• 10. Are the internal controls (edits,monitoring, etc.) established to ensure that daily counts do not exceed the number of students eligible or in attendance and that an accurate claim for reimbursement is made? Record today's meal counts by category and compare to the number of students eligible by category.<br><br>Number of students approved by category<br>Free: 100%

  Yes

  No

  N/A

• Enter today's meal counts. Free:

  enter today's meal count

• 11. Does the system prevent overt identification of children receiving free or reduced price meals?

  Yes

  No

  N/A

Corrective action plan (for above "NO" answers):

Specify date corrective action(s) will be implemented:

By whom?

• School representative , Title, Date

  Sign

• SFA Reviewer, Title, Date

  Sign

Follow-up visit (must be conducted within 45 days if corrective action was required): Observations of corrective action implementation: