1. Are applications approved at this school?
2. Are applications on file correctly approved?
1. Is direct certification correctly utilized by the school?
2. If Yes, is required documentation maintained at the CE Level?
1. Is a master list used in the meal system?
2. Do names listed on the master list match approved applications on file and on the direct certification list?
3. If more than one list is used (e.g. POS and classroom roster, cashier down form, teachers list), then are all lists the same?
4. Are all lists updated as needed?
Meal Count System
1. Does the meal count system produce an accurate count of reimbursable meals (free/reduced-price/paid) served to eligible children?
a. Is the implemented collection procedure the approved collection procedure?
b. Is the method used for counting reimbursable meals in compliance with the approved point of service requirement?(Meal counts must be taken at the location where complete meals are served to children)
c. Is the meal count is not taken at the end of the foodservice line does the school have a system to account for reimbursable meals? (ex. PK centers and Breakfast in the classroom)
d. Is the point-of-service meals count used to determine the school's claim for for reimbursement
e. Is the person responsible for monitoring meals correctly identifying reimbursable meas? (cashier or teacher in classroom)
f. Is there a method of identifying non-reimbursable meals (i.e. non meeting meal pattern requirements, seconds, adult meals, etc.), distinguishing them from reimbursable meals?
g. Is someone trained as a backup for the monitor and the meal counter?
h. Does the collection procedure in use ensure that only one meal per child per day is claimed for reimbursement? (is the manager checking the student participation/ students from other schools report daily?)
2. Does the meal count system prevent overt identification?
a. Is the medium of exchange made available to all students at the same location? ( can all students use their Id number or name to identify themselves?)
b. Does the medium of exchange use accepted codes for identifying students as free, reduced price or paid? (111, 112, 113 when seen on the POS)
3. Does the school have a back-up counting system in case of mechanical failure of the automated system and do staff know when and how to implement it? (look for the updated roster or the cashier down form at the register)
4. Is the school correctly implementing policies for handling the following issues?
a. Incomplete Meals? (is the cashier making suggestions or charging ala carte prices)
b. Second Meals? (is the cashier writing down the number of any student who rings up "2nd meal" is the manager checking the duplicate meals report)
c. Lost, stolen, misused, forgotten or destroyed tickets, tokens, IDs, PINs (are students who don't know their ID's being looked up or written down for later input?)
d. Adult and non-student meals (and identifying program vs. non program) (i.e. child care is being rung up correctly)
e. A la carte (extra items and snacks being entered at the correct price?)
f. Student worker meals (N/A)
g. Field Trips (are rosters being marked correctly?)
h. Charged and/or prepaid meals (are account balances available and updated properly)
i. Offer vs. Serve (are students allowed to refuse 2 items?)
1. Does the school use proper procedures for counting and recording meals? (can you ensure 1 meal per student?)
2. For any day during the review month, does the number claimed for free and reduced-price meals exceed the number of free and reduced-price eligible students? (look at the edit check report after all meals are served for the day)
3. For any day during the review month, does the number of meals claimed exceed the attendance factor? (look at the edit check after all meals are served for the day)
4. Does the school have proper procedures to manage and safeguard cash? (is the school equipped to accept cash if necessary for any menu item and all patron types?)
5. Are daily counts correctly totaled and recorded? (do the number of meals on the edit check match the meals on the food production record?)
6. If claims are aggregated, are the meal counts correctly totaled and consolidated? (if bulk free, reduced, paid meals are entered)
7. Are internal controls (edits, monitoring, etc.) established to ensure that daily meal counts do not exceed the number of students eligible or in attendance and that an accurate claim for reimbursement is made? (manager checks daily edit checks, make and report problems as needed)
8. Record today's meal counts by category and compare to the number of students eligible by category
9. Is the current eligibility list kept up-to-date and used by the meal count system to provide an accurate daily count of reimbursable meals by category (free,reduced-price, paid)? (are the POS computers working properly and updating students eligibilities and being left on overnight and restarted in the mornings?)
10. If applicable, are edit checks completed and documented which compare the daily counts of free, reduced-price and paid lunches against the product of the number of children currently eligible for free, reduced-price and paid lunches respectively, times an attendance factor (and any discrepancies accounted for)? (if new student key is used are students names listed on report? are an students from other schools entered verified?)
1. Is corrective action plan required?
2. Is a follow-up review required?