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School Data Area Eligibility for DCH Providers


Nutrition Services Division Management Bulletin
Purpose: Policy, Action Required, Beneficial Information

To: Child and Adult Care Food Program and Day Care Home Sponsors

Number: USDA-CACFP-05-2011

Attention: Food Program Director

Date: February 2011

Subject: School Data Area Eligibility for Day Care Home Providers

Reference: United States Department of Agriculture Policy Memo CACFP 05-2011

This Management Bulletin provides the new requirements for using area eligibility school data for tiering determinations for Day Care Home (DCH) providers participating in the Child and Adult Care Food Program (CACFP). The Healthy, Hunger-Free Kids Act of 2010, modifies the requirements for tiering determinations for DCH providers participating in the CACFP.

Beginning October 1, 2010, DCH providers are eligible as Tier I for purposes of reimbursement under the CACFP if the DCH provider is located within the attendance area boundaries of an eligible elementary, middle, or high school in which at least 50 percent of the enrolled children are certified eligible for free and reduced-price school meals. Previously, only the enrollment of the local elementary school could be used to determine Tier I eligibility.

The free and reduced-price school eligibility data to determine DCH provider Tier I eligibility is available at the California Department of Education (CDE) Web page: http://www.cde.ca.gov/ds/sh/cw/filesafdc.asp.

DCH sponsors need to complete four steps in order to receive the higher Tier I reimbursement rates for all meals served October 1, 2010 for reclassified providers.

Step One. Re-evaluate all Tier II DCH providers

DCH sponsors are required to re-evaluate the classification of all Tier II DCH providers and reclassify the providers that now qualify for Tier I rates using the expanded school data. Providers reclassified as Tier I using the expanded school data may be eligible to receive the higher Tier I reimbursement rates for all meals served starting October 1, 2010.

Step Two. Update Provider Applications in the Child Nutrition Information and Payment System (CNIPS)

For DCH providers re-classified from Tier II to Tier I effective October 1, 2010 and later, the DCH provider applications can be updated in CNIPS by using a Sponsor’s Meal Administrative System (SMAS) upload option or by manual entry no later than February 21, 2011.

DCH sponsors using the SMAS upload option need to complete the following processes:

  • As needed, reclassify each provider record in your SMAS interface from Tier II to Tier I, with the appropriate effective date, then save the provider record.
  • After all provider records are updated, generate an upload file.
  • Upload the SMAS file into the CNIPS.
  • Verify all reclassified provider applications were updated to the appropriate effective date

DCH sponsors can also enter the reclassified provider data manually into the CNIPS as follows:

  • Log into the CNIPS, and navigate to the DCH Application Packet screen.
  • Select the Provider List option, select the “Details” option next to the appropriate providers’ names, then select “Modify”.
  • Reclassify the tiering information for provider application items G1 and G2.
  • Click the “Save” button at the bottom of the application.
Step Three. Submit a list of providers re-classified effective October 1, 2010 to November 30, 2010.

For DCH providers re-classified from Tier II to Tier I effective October 1, 2010 to November 30, 2010, the DCH sponsor must send an e-mail message to jmichel@cde.ca.gov no later than February 21, 2011, to have the re-classified DCH provider application(s) approved for additional reimbursement. The subject of the e-mail message should be “Re-classified Tier I”, and the e-mail must include the following:

  • DCH sponsor name
  • DCH sponsor Child Nutrition Information and Payment System (CNIPS) five-digit identification number
  • The following information for each provider re-classified from Tier II to Tier I:
    • DCH provider name
    • License number or Trustline identification number
    • Effective date of re-classification from Tier II to Tier I that was entered in the CNIPS

The DCH sponsor will receive a confirmation e-mail message when the re-classified DCH provider(s) are approved for the additional reimbursement effective October 1, 2010 to November 30, 2010. Please allow one-week for processing and approval.

An e-mail message does not have to be sent for DCH providers re-classified on or after December 1, 2010.

Step Four. Submit adjusted Claims for Reimbursement (claims), as needed, for October 2010 and November 2010

As needed, DCH sponsors must submit adjusted Claims for Reimbursement for October 2010 and November 2010 to the CDE, Fiscal and Administrative Services Division, Child Nutrition Fiscal Services (CNFS) in the CNIPS no later than February 28, 2011 in order to receive any additional reimbursement. DCH provider Tier II to Tier I movement of sites and meals are the only adjustments that will be approved and reimbursed. The total number of sites and meal counts should not change on the adjusted claim submission. Upon submission of the adjusted claims, the sponsor must contact the CNFS, Justin Studevan by phone at 916 322-8304 or e-mail at jstudevan@cde.ca.gov, to clear the claim for acceptance after the regular claim submission deadline. CNFS will then notify the DCH sponsor for the final claim submission.

Beginning with the December 2010 claim period, all claims must be submitted in the CNIPS no later than the 60th day after the claim month has ended.

If you have any questions regarding this MB, please contact your Program Specialist; contact information is located in the Child Nutrition Information and Payment System

If there are any questions regarding the submission of adjusted claims, please contact Justin Studevan, CNFS Analyst, at 916-322-8304, or by e-mail at JStudevan@cde.ca.gov.

Questions:   Nutrition Services Division | 800-952-5609
Last Reviewed: Monday, December 7, 2015

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