The Claim Entry function is used to enter, modify, and view claims for the Fresh Fruit and Vegetable Program. Original claims cannot be submitted if received date is more than 60-days since last day of claim month/year, while upward adjusted claims cannot be submitted if received date is more than 60-days since last day of claim month/year. Furthermore, claims cannot be created for month if there is no application in effect for that period.
To access FFVP claim entry
On the blue menu bar, click Claims.
On the Claims
menu, click Claim Entry - FFVP.
Click the desired Claim Month.
Claim Year Summary – FFVP
After selecting Claim Entry from the Claims menu, the FFVP 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. 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.)
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 – FFVP screen provides a place to enter site-level claim reporting data for the selected month.
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 and batch the claim for payment.
From
the Claims menu, click Claim Entry - FFVP.
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.
Select Save before navigating to a different page.
Click Fresh Fruit and Vegetable Costs.
Enter all information for fresh fruit and vegetables being claimed.
Click Save, then click finish and continue with next step, or edit to return to the same section that was completed.
Click Operational Costs.
Enter all information for operational costs.
Click Save, then click finish and continue with next step, or edit to return to the same section that was completed.
Click Administrative Costs.
Enter all information for administrative costs.
Click Save, then click finish and continue with next step, or edit to return to the same section that was completed.
Click the checkbox if claiming indirect costs.
Click Sponsor Comments to enter any comments.
Click Save.
Click Save to save the overall FFVP Claim data. A confirmation screen displays.
Click Finish to return to the FFVP Claim Site List screen.
Repeat steps 4-20 for all FFVP sites.
Click Submit for Payment to submit the claim.
Revising a Claim
Claims may be revised if the date of re-submission is within 60 days of the last claim month/year. Revised claims must be re-processed by the state regardless of their original status.
From
the Claims menu, click Claim Entry - FFVP.
Click the desired Claim Month.
Click Add Revision.
Click Modify to the left of the claim site you wish to modify.
Make any necessary changes to the claim.
Click Save. A confirmation screen displays.
Click <Edit to return to the FFVP Site Claim Report screen you just modified or click Finish to return to the FFVP Claim Site List screen.
Viewing a Claim
From
the Claims menu, click Claim Entry - FFVP.
Click the desired Claim Month.
Under Action, click View.
Under
Actions, click View to the left of the claim site you wish to view.
Viewing a Claim Summary
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 - FFVP.
Click the desired Claim Month.
Under Action, click Summary.
Deleting a Claim
From the Claims menu, click Claim Entry - FFVP.
Click
the desired Claim Month.
Under Action, click Modify. The FFVP Site List screen displays.
Under Actions, click Modify 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.
Reviewing a Claim (State Users)
From the Claims menu, click Claim Entry – FFVP.
Click the desired Claim Month.
Click Modify under Action.
Click Admin for the desired claim.
Click Fresh Fruit and Vegetable Costs.
For each item, select the Item Status from the dropdown list or select the “Set all reviewed” checkbox to mark each item as reviewed.
Click Save Internal Use Only, then click Finish.
Click Operational Costs.
For each item, select the Item Status from the dropdown list or select the “Set all reviewed” checkbox to mark each item as reviewed.
Click Save Internal Use Only, then click Finish.
Click Administrative Costs.
For each item, select the Item Status from the dropdown list or select the “Set all reviewed” checkbox to mark each item as reviewed.
Click Save Internal Use Only, then click Finish.
Click Internal Use Only Comments to enter any comments.
Click Save Internal Use Only, then click Finish.
Click <Back to return to the Claim Site List.
Repeat steps 4-16 for each claim.
Click Approve to approve the claim once all site claims have been reviewed.
Entering Internal Use Only
From
the Claims menu, click Claim Entry – FFVP.
The [Year] FFVP Claim Summary screen displays.
Click
the desired Claim Month.
The [Year] FFVP Claim Month Details screen displays.
Click
Modify under Action.
The [Year] FFVP Sponsor Claim for Reimbursement screen displays.
Click Internal Use Only.
Enter the Claim Received Date.
Enter the Reason Code using the drop-down list.
Enter the ‘One Time Only’ Approved Date.
Click
Save, then Finish.
A confirmation displays.