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Miscellaneous Hints About Using SFSR
Laws/Regulations Governing the USDA School Nutrition Program
System Administration Forms
Input Forms -- Overview
Starting Claim Balances Form
Application Form
School Detail Form
Claim Form
Approval Form
Exception Filing
Exception Claim (XC) Procedural Steps for Districts
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Miscellaneous Hints About Using SFSR

  • Exception Filing Exception Claims (claims beyond revision three) may be filed, but only under very stringent conditions. An Exception Claim resulting in a positive reimbursement may be filed once in a three year period. Negative Claims, meaning one resulting in no additional reimbursement to the District, may be filed as often as necessary, and for multiple months. Throughout this document when there is a reference to "Claims" this would include "Exception Claims" if any exist.(See last section under Approval Form) Throughout this document, the term "Claims" will include "Exception Claims".

    Federal (data elements, edits, reports) and Maine State (financial information) laws and regulations affect the USDA school food service programs and, thus, the SFSR system. A succinct extract of the requirements follows:

    FEDERAL REGULATIONS

    Abbreviation Key:
    ASP After School Program
    NSLP National School Lunch Program
    SA State Agency
    SFA School Food Authority
    SNP School Nutrition Programs

    7CFR 210 Lunch
    After School Program (ASP)
    NSLP Eligible Student Enrollment
    application
    claim form
    postmarked no later then 60 days from last day of the month
    number of lunches served by category for month reporting
    total number of children approved free and reduced lunches
    State Agency (SA) shall withhold all program payments to a School Food Authority (SFA) for incomplete information (more than 60 days) review problems
    SA compare free and reduced lunches claimed to the number of children approved
    SA ensure compliance to limit net cash resources to three month average expenditures>
    SA verify number of meals claimed do not exceed the attendance factor

    7CFR 210.8 Consolidation Claim
    Any month that has 10 or less days may be combined on the Monthly Claim for reimbursement from with the prior or following month.

    7CFR 215 Special Milk
    Application
    Submit Claim
    rate of reimbursement for free milk from cost of purchased milk
    number of milks served during the month
    claim stating true and correct
    keep record three years

    7CFR 220 Breakfast Regulations
    application
    breakfast cost for severe need
    40 per cent of second proceeding year served free and reduced = severe need
    monthly claim form
    breakfasts served
    must be in no later then 60 days from last day of month
    meal count revision up to 60 days
    records maintained for three years
    SA Federal report monthly

    STATE STATUTES

    Chapter 051 authority 20 MRSA Section 6602
    file a claim monthly on a form provided by School Nutrition Programs (SNP). Claims filed by 8th each month.
    Records to provide other pertinent information required on the claim form.

    The After School Program is also known as the "Snack" program. Fields have been added to all system forms to either indicate whether schools are eligible or participating in the program, or for entry of the costs and counts for the program. The new information for this program is entered in the same manner as the other programs on the existing forms. The Glossary has further detail for each field added.

    Rollover Annual School Data should be between July 1st and October 31st. Each school must enter their current enrollment figure after October 1st of each year, prior to filing any claim. This process will calculate the ASP At Risk indicator based on the following formula:

    ASP At Risk: Calculated at the school level. At Risk ASP schools are reimbursed at a flat rate (vs. severe need breakfast using a sliding rate based on cost.). A school is eligible for At Risk ASP reimbursement if 50% of NSLP eligible students enrolled are free and reduced as of the October claims form. The At Risk indicator will be recalculated each time the enrollment figure is changed. Enrollment can be updated once per fiscal year, and thereafter, only by DOE admin staff. The term "At Risk", rather than severe need, is correctly applied to ASP reimbursement rate for snacks served.

    Severe Need Breakfast is determined on if 40% or more of the breakfasts served to students at the district in the second preceding school year were served free or reduced price. The 40 percent level is determined based on the average of the school year, not based on October 31st data.

    Severe Need Lunch is determined on if 60% or more of the lunches served to students at the district in the second preceding school year were served free or reduced price. The 60 percent level is determined based on the average of the school year, not based on October 31st data.

    The "second preceding school year" means: for school year July 2000-June 2001 ("current year"), breakfast and lunch severe need eligibility calculations would both be based on free and reduced price lunches served July 1998-June1999 divided by total lunches served from July 1998-June 1999.

    The 40% and 60% need to be figured at the end of July using year averages of participation, and have nothing to do with enrollment and number eligible.

    "Year averages of participation" means total free and reduced meals served (free plus reduced) July 1-June 30 divided by total student lunches (free, reduced, and full price) served during that time period. If the result is .4 or higher or .6 or higher, depending on the program being considered, then the indicator should be set for severe need eligibility for breakfast or lunch, respectively. This annual calculation and indicator setting should be run prior to November. Rundate of November is to be sure all possible revisions to June claims have been processed. These revisions would affect the severe need/at risk eligibility calculations. Rundate of November is also to be sure all schools have entered their enrollment for the current year.

    To set up the system initially and to maintain its various data and look up tables, a series of administrative forms are included under the heading of System Administration.

    Look up tables are provided for Annual School Data, District, MFASIS reimbursement payment information, annual USDA breakfast, lunch, milk, and after school, Rates, Site, Town, Menu, and School data elements. DOE staff with system administration permissions can add, change, or delete values from these tables. A look up table is a list of acceptable values for a given data element in the database. System edits check against this list and will not allow users to update the database with values that are not in the list. These tables are also used to reduce data entry and errors. Users can display the list of values, click on the one they want, and it is entered for them. This process eliminates all typing and invalid value errors.

    Using the Education Accounts form, DOE can define DOE users and give them exclusive access to the Administration Pages. School officials and the general public are excluded from this area of the SFSR system. DOE users can file forms and run reports.

    The User Account table defines for Oracle which SFSR users who are permitted to take actions that update the Oracle database. This is where DOE defines Legal Agent, District, and local school users' access limits -- who can file specific forms, approve Applications and Claims, and run reports. DOE can add, change, and delete users, user IDs, and passwords through this administrative form.

    School name and address, County name, and public school Enrollment data are maintained by other DOE programs, not SFSR. DOE MIS periodically updates SFSR tables with this information to keep it current. These updates are done by a process (typically SQL*Loader) that is not part of the SFSR System Administration functionality.

    All submitted SFSR forms are public information and will be viewable by the public over the Internet. There are four SFSR input (data collection) forms: Application, Claim, School Detail, and Approval. All forms are interactive, electronic Internet forms available on the World Wide Web. In general, this means that:

    • some information is filled in on the form for you to save data entry time,
    • often you may choose entries from a list to eliminate manual typing,
    • calculations are done for you as you enter the raw data to save time and eliminate errors,
    • informational warnings may be displayed before a form is accepted for submittal, advising the user of an unusual situation (such as a meal count exceeding the attendance factor limit) and providing a chance to either correct inaccurate data or obtain user approval to submit the form as is [see ## below], and
    • errors (typo's, invalid entries, omission of required fields) are checked before the form is accepted for submittal to DOE. Messages will be displayed to tell you what needs to be done to make the form acceptable for submittal.
    • Once submitted, your information is immediately saved in the SFSR database and held for the monthly processing run. Submitted Application and Claim forms are held for authorization before being released to monthly processing, while School Detail forms automatically process each month without the external authorization step.

    There are Exception School Detail and Exception Claim forms, but these are filed by DOE staff on behalf of a school or district and are not viewable to the public, schools or districts.

    ## Note: Per federal requirements, all warnings that are overridden by the user will generate a federal exception record in addition to updating the SFSR database. These exception records are for USDA program administration use only and will be provided to the USDA on request.

    This form is filed by DOE once before a District initially begins using the SFSR system. No modification of the starting balances is permitted by SFSR. All accounting adjustments needed must be made on the regular monthly Claim Form. This provides a solid audit trail of corrections made to the ongoing balances addressed by this form.

    Once a District has its starting balances in the SFSR system, it may no longer file any paper forms. All filing must be done electronically from that time on. Revisions to forms initially filed on paper must be made on paper. Revisions to forms initially filed electronically must be made electronically.

    This form is to be filed by the District annually by August 15, for most institutions. For public schools, it must be approved by the Superintendent to constitute a valid application to participate in the school food program. For nonpublic LEAs, the comparable official -- Headmaster, Camp Director, etc. -- must approve the Application.

    • The Application must be modified any time information on it changes and the form with the updated information must be authorized, just as with the original Application. Changes to the Application are processed during the monthly SFSR run. Only the latest information is kept on file for a given fiscal year; no history of changes made during the year is kept.
    • Information from the previous year's Application (if any) will pre-fill the form for the upcoming year to minimize the amount of data entry required when reapplying.

    • Each public school participating in the USDA school food program must file this form each month as its formal request to its District to receive reimbursement for the meals served during the preceding month. By Maine law, Claim forms must be filed and authorized by the 8th of the month. In order to meet this deadline, schools may be asked by their Districts to submit School Detail forms before the 8th.
    • Local Educational Agencies (LEA) are their own District in that there is only one institution in each nonpublic school District enumerated by DOE. Therefore, the officials of each LEA must file all SFSR documents by the appropriate deadlines, since there are no Superintendents or District Directors involved.
    • Accurate and timely information on this School Detail form is essential to the District's monthly Claim for reimbursement. Filing deadlines take on extra importance in an automated system like SFSR. Late filing is likely to delay your reimbursement funds for a month.
    • Forms must be filed in monthly sequence. For instance, you may not file October's form if you have not filed September's form yet. To catch up, you may, of course, submit forms for two months at once.
    • DOE strongly discourages the sharing of computer user IDs and passwords. With both the USDA and the State DOE, the combination of a user ID and password with a filed electronic form constitute a legally binding electronic signature. If the filer of School Detail information wants to delegate the task to another person (either for temporary backup as during a vacation or as in a permanent job-sharing situation), that other person should contact DOE SFSR program staff and request their own user ID and password. As with the paper system, the filer of record (the person to whom the user ID and password were issued) remains legally responsible for the content of the electronic forms approved by others on his/her behalf.
    • By the end of October each year, LEAs must fill in the enrollment item on the School Detail form with their maximum expected enrollment for the current fiscal year (begins on July 1). Once an enrollment figure is processed by the SFSR system, no changes to this figure will be accepted electronically.

    Public Schools Note: Electronically filing this form may replace your reporting requirements to your District in part or in total. Your District may require additional information from you that is not required by the DOE. These reporting requirements will vary by District. However, in all cases, local school detail information MUST be filed electronically each month. Until your local school gets Internet access, your District may enter the information for you from a paper form you submit to the District. This is extra work for both you and the District and is a temporary procedure.

    By Maine law, each District and each LEA that is participating in the USDA school food program must file a Claim form by the 8th of each month as its request to DOE to receive reimbursement for the meals served during the preceding month.

    • Accurate and timely information on this form is essential to the District's monthly Claim for reimbursement. Filing deadlines take on extra importance in an automated system like SFSR. Late filing is likely to delay your reimbursement funds for a month.
    • No Claims may be filed until a valid Application is on file in the SFSR system. .
    • When a user successfully submits a Claim (i.e., it passes all edits), and before the form is sent to the database, it will calculate and display the reimbursement figure for the Claim. Unless changes are made to the Claim before the monthly SFSR processing run, these figures will be the exact dollar amount of the reimbursement to the District or LEA for that Claim.
    • Successfully submitting a Claim will also generate a message to the filer that the Claim has been accepted. Processing will take place next month if the Claim was filed or approved after the deadline for the current month.
    • DOE can withhold reimbursement from a District for noncompliance. This will be done via keeping submitted Claim form(s) from being processed (manually deleting the electronic approval) and requiring that those Claims be re-approved once all noncompliance issues have been resolved.
    • When there are fewer than 10 operating days in a month, the Claim for that month may be combined with the Claim for the preceding month. For exammple, if the District operates for 8 days in June, the District may skip filing a June Claim form and add June costs and counts to the May Claim. The resulting two-month Claim form is known as the May Claim.

    • Superintendents of schools, Headmasters, Camp Directors, etc. are the legal agents for school districts. As such, they are responsible for certifying, among other things, the truth and accuracy of information on all Applications and all Claims that are submitted for reimbursement.

    In many Districts, District Directors traditionally prepare and submit the Claim form to the Superintendent for approval. Some Superintendents actually sign the forms, some delegate this task to a subordinate using a rubber signature stamp of the Superintendent's signature. Either way, the Superintendent is legally responsible for what is filed with DOE. That responsibility is spelled out on this electronic form in text that is identical to what appears on the paper form.

    In the new SFSR system, Superintendents, Headmasters, etc. will have a separate sign-off or Legal Agent Approval Form. Applications and Claims not approved via the Approval Form will be considered incomplete forms.

    DOE strongly discourages the sharing of computer user IDs and passwords. For both the USDA and the State DOE, the combination of a SFSR user ID and password with a Legal Agent Authorization Form constitute a legally binding electronic signature. If a Superintendent or other Legal Agent wants to delegate to a subordinate the approval of Applications and Claims in the SFSR system, that person should contact DOE SFSR program staff and request their own user ID and password. As with the paper system, the original Legal Agent remains legally responsible for the content of the electronic forms approved by others on his or her behalf.

    If DOE ever needs to withhold reimbursement for District noncompliance, it will do so by deleting both the approval indicator for the District's unprocessed Claim(s) and the District official's authority to approve forms until the District complies with the program regulations.

    Revisions of School Detail and Claim Forms. Up to two revisions to an original School Detail and up to two revisions to an original Claim form are permitted by the SFSR system within the federally mandated 60-day revision period. Sixty days after the end of a calendar month, what is on file is the final information for the month in question. No further information or reimbursement adjustments can be made other than on the rare occasion when the Exception Claim procedure needs to be used. (See Exception Claim (XC) Procedural Steps for Districts).

    Exception Claims (XC) are Claims for reimbursement that are filed through a special regulatory dispensation after the normal 60 day filing period has passed, per the FNS consolidated 60/90 Day Guidance issued December 30, 1984, and all later revisions, that interpret regulations in the Agriculture Appropriations Act of 1983, Public Law 97-370. They are filed by DOE staff on behalf of a school or district.

  • The District wanting to file a Claim after the 60 day timely filing period may call the SFSR program staff for details on how to proceed.
  • the District must provide a written request (by e-mail or on a DOE paper form) to the SFSR program staff for the filing of an Exception Claim that corrects a late Claim, including:
    • the reason a late Claim is requested;
    • a Corrective Action Plan explaining how future late Claims will be avoided;
    • the correct numbers to be put into the Exception Claim.
  • The District must provide a written request (by e-mail or on a DOE paper form) to the SFSR program staff for the filing of an Exception Claim that corrects a timely Claim, which will include the correct numbers to be put into the Exception Claim.
  • SFSR program staff and the Policy Director/Team Leader of Support Systems will determine whether an Exception Claim is allowed in the current situation.
  • In the event of an Exception Claim for additional reimbursement (a.k.a. a positive XC), SFSR program staff will verify with FNSRO that money is available for the fiscal year of the Exception Claim.
  • SFSR program staff will notify the District if the request is not allowable.
  • SFSR program staff will file allowed Exception Claims.
  • SFSR program staff will contact the District's Legal Agent and advise him/her that the Claim needs approval.

      The Legal Agent has seven calendar days to approve an Exception Claim, negative or positive. If the Legal Agent sees an error in an XC, (s)he must contact program staff to have it fixed before approving the XC. There is no online provision to Disapprove an Approved XC as there is with a timely Claim. The Legal Agent will approve the Exception Claim in a timely manner, enabling processing during the next monthly processing cycle. If he/she does not meet this deadline, DOE staff will file and approve it as an emergency measure, and will set the indicator that stops further updates to the claim, so it will be processed timely.

      Payment will be accomplished using the current SFSR payment process, regardless of the fiscal year of the Exception Claim. Claims and Exception Claims with a status "A" are selected each month for payment. Negative Exception Claims with an effective year and month from a prior fiscal year will be set immediately to status "F".

      DOE will seek payment outside of SFSR procedures. Unless and until being offset by positive reimbursement Claims and Exception Claims, negative Exception Claims from the current fiscal year will retain the status "A" and the balance will be carried forward until October 4th, just as negative balances are from timely Claims. On October 4th, the status of all prior fiscal year Claims contributing to a negative year-end balance for a given District are set to "F". Separate checks will be issued for payments of Claims in separate fiscal years.

      The report ED293 will sort the Claims by fiscal years.

      An Exception Claim will allow corrections to cost and count figures for participating schools/districts, but participation status cannot be changed retroactively

      No exception may be filed if an application has not been filed for the year effected. Also, if a Claim was originally filed on paper, the Exception Claim must also be submitted on paper.

      As a result of processing, an Exception Claim may generate either a reimbursement payment to the District or a "Reclaim Amount". To address a Reclaim Amount, the District must pay back reimbursement funds to DOE via a payment made outside of SFSR system functionality and enter the payment in SFSR as a Disbursement at the School Detail level.

      Exception (XC) Filing

      Except for those dealing with the 60 day filing limitation, most timely Claim edits will also apply to XCs.

      The three plus the current FY rule always applies to all Exception Claims. XCs may revise Claims reporting data from an Effective YYYYMM from as far back as three fiscal years prior to the current fiscal year. Neither positive nor negative Claims older than this can be changed, even by an Exception Claim.

      The 36 month period for an Exception Claim is 36 months from the month during which the XC is filed. For example, if during July 2000 a District has a positive XC filed for February 1999, the District must wait 36 months from July, 2000 to be eligible for another positive XC.

      Only one XC that generates positive reimbursement for a given YYYYMM is allowed for a given District in a 36 month period. If more than one month's Claim is eligible for a positive XC, only one may be filed, so the one with the largest reimbursement should be selected for filing. A given YYYYMM Claim for a District can have additional positive XCs filed as long as the 36 month rule allows it. The three plus the current FY rule always applies.

      XCs affecting only months after the YYYYMM of the District's Startup Claim are allowed.

      Only administrative users can access the XC and XSD links on the SFSR administration menu pages.

      An allowable XC meets the following criteria:

      • Timely Claim filing period has passed.
      • A District must wait for 36 months after the filing YYYYMM of a positive XC, i.e., one resulting in additional reimbursement for the District, before it may file another positive XC for any YYYYMM. The three plus the current FY rule always applies.
      • The three plus the current FY rule always applies.
    • A District may file a negative XC resulting in its reimbursing the government at any time, without limit to the number of such filings or to the amount of time between such filings. There can be multiple XCs that generate negative reimbursement for a given YYYYMM for a given District. The 36 month limit does not apply as it does for positive XCs. Multiple months' negative XCs can be filed, and a given YYYYMM Claim can be changed via negative XCs as often as negative adjustments are indicated by audit or discovery of errors. Identifying Characteristics of XCs and XSDs
      • Exception Claims will show a status of "X", rather than the normal "C" or "R" status, prior to approval by the District's Legal Agent.
      • Exception Claims and Exception School Detail forms will always be given a Revision number greater than "2". No timely forms will ever have a Revision number of "3" or greater.

      Upon attempted filing, SFSR will always check for an allowable filing date of an Exception Claim, comparing the current date YYYYMM with the filing date YYYYMM of the most recent positive XC, if any, for the District currently requesting an XC.

      All Exception claim and Exception School Detail forms successfully filed will be retained by SFSR. The Revision number of each type of form will begin at a value of "3" and increase by one for each successive XC or XSD filed. There is no maximum value of the Revision field, although SFSR Exception forms will display a maximum of two digits.

      XC Filing Link:

      • Filing an XC involves first filing the SCD forms for the District and then filing the XC itself. These forms will display the most recent data on file for the Effective YYYYMM Claim or School Detail in question, so only corrections need to be entered.
      • Clicking on the link for filing XCs will initially run two edits.
        • First, the age of the Effective YYYYMM will be checked against the three plus current FY rule. If the Claim is too old to be adjusted, a message will advise SFSR admin staff and no entry into SFSR is allowed. The staff will explain this to the District requesting the XC.
        • Second, the 36 month edit that applies to positive XCs, verifying whether a positive XC for a given District can be filed currently will run. A warning message to SFSR admin staff will be generated if one cannot.
      • If no warning message displays, the XC may be filed.
      • If the 36 month warning displays, staff can click on a "Continue" button to file a negative XC. A positive XC must not be entered.
      • If the 36 month warning is disregarded or if a data entry error is made that turns a negative XC into a disallowed positive XC, an error message will display after staff clicks the Submit button to enter the Claim. At this point, XC data corrections will be erased and correct reentry of all XC and XSD data is required. The browser Back button cannot be used to access and fix the erroneous field(s). The filer must return to the XC filing link on the Administration Menu page and begin the process anew.
      • [DOE responsibility.] Severe Need Lunch eligibility indicator is not kept by year. But, DOE has chosen not to change this, even though XC reimbursement amounts may be incorrect (high or low) since they will be based on the status of the District on the date the XC is filed.

      If a Local Educational Agencies (LEA) is technologically incapable of filing SFSR forms electronically over the Internet, it may continue to file paper forms with the required information to its District. In this situation, each month the District will be responsible for electronically filing, first, the School Detail form(s) it received on paper and, then, the Claim form.

      At a minimum, one personal computer (PC) at the Superintendent's office is to be capable of using the SFSR system to file and approve electronic documents. DOE grant awards to establish this connectivity and/or help with related training, were dispersed to all Superintendents beginning in 1997. Ref: Informational Letter No. 57, Policy Code: DD, dated 6/25/97, " Grant Awards to Superintendents' Offices".

      ONLY the LEAs that do not belong to a District, such as summer camps, residential group homes, and private schools, and that are also incapable of filing SFSR forms via the Internet may, for the time being, continue to file paper School Detail, Claim, and Application forms directly with the DOE as they have in the past. New versions of the paper School Detail, Claim, and Application forms are available from SFSR program staff at DOE.

      Districts may be reimbursed each month for actual use of their USDA breakfast, lunch, milk and after school programs. A payment file of reimbursement amounts is created by a SFSR computer program from the original and revised Claim forms submitted since the last monthly run of the program. The file is sent to the State's MFASIS accounting system for overnight processing with other accounts payable files. Paper checks are printed and mailed by the MFASIS system to each District or Local Educational Agency (LEA) that has filed a valid and properly approved Claim Form.

      The SFSR reimbursement computer program automatically runs at a scheduled time each month, started by scheduling software on the IBM mainframe computer at BIS. SFSR program staff may put that process on hold by calling the BIS Operations staff at any time before the scheduled creation of the file.

      For historical reference by DOE, local schools, auditors, and others, all SFSR reports created by DOE on a regular basis can be viewed on the SFSR Internet Web site. Additional reports may be added to the system as needed.

      • ED283 - School Lunch Enrollment Report

        This report subtotals enrollments in the school lunch program by District/Local Educational Agency with totals for the State. It replaces old report ED283.

        Enrollment figures for all public schools as of October 31 of each year are compiled by a division of DOE outside the SFSR program. This information is loaded into the SFSR database without any manual reentry of the data. Enrollment is fairly stable in these schools and the data remains unchanged until the following year's new figures are available to SFSR.

        Enrollment figures for residential group homes, private schools, and summer camps are collected by the SFSR system on the School Detail Form. If these institutions have no access to the Internet, they may continue to send paper Application forms to DOE and include their maximum expected enrollment for the current fiscal year on a revision to that form by the end of October. These institutions often have large swings in enrollment during the year, but to keep all enrollment data "comparable" they are asked to provide estimated peak enrollment figures if they are not in operation on October 31 each year. This information will be updated annually, as is public school enrollment.

        Once LEA enrollments for residential group homes, private schools, and summer camps are in the SFSR system, no corrections can be made without contacting SFSR program staff. Public school enrollment figures are not correctable by SFSR staff.

      • ED288 - School Breakfast, Lunch, and Milk Data Report

        This report subtotals cost and count information by county and District/Local Educational Agency with totals for the State. It replaces old report ED288.

      • ED293 - Monthly Reimbursement Report

        This "check file" report is run automatically and only in batch mode for any month for which a reimbursement file has been created by the SFSR system and sent to the State's accounting system for payment. A printed copy is automatically sent to SFSR staff. The report is sorted by District/Local Educational Agency for each meal program, with Statewide totals for each of the meal programs. It subtotals reimbursement payments across meal programs by District. It replaces old report ED293.

        In addition, an unformatted "file dump" of the actual payment file from the State's accounts payable system is available to DOE staff for three prior State fiscal years plus the current year of monthly payments. It replaces old report AK15.

      Contact Walter Beesley at DOE\School Nutrition Program for more information about this system.
      E-Mail walter.beesley@state.me.us

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