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COLYAR CONSULTING GROUP, INC

1. Figure 14 Packet History sub section of the Application Packet screen Applications Menu The Applications menu is the starting point for all tasks related to the annual Child and Adult Care Food Program enrollment process Menu items are based on security levels To access the Applications Menu 1 On the blue menu bar select Applications The Applications Menu displays 2 Select an application item to access that application function The following figure displays the complete list of Applications menu items for authorized state users It is important to note that Contracting Entities have significantly fewer Applications menu items Item Description Contracting Entity Profile CACFP Contracting Entity Profile Information Application Packet Center Center Application Packet Application Packet DCH Contracting Entity DCH Contracting Entity Application Advance Reguest DCH Contracting Entity s request for Cash Advance s for the current year Advance Requests Manager Manage requested Advance s for the current year Download Forms Forms for Downloading CACFP Figure 15 CACFP Applications Menu screen State view Application Packet In order to participate in the Child and Adult Care Food Program CACFP Contracting Entities must submit an Application Packet to the State for review and approval At the beginning of each program year Contracting Entity data 1s rolled over and must be verified by Contracting Entities prior to s
2. An Application Packet with a status of First Level Approved can be withdrawn An Application Packet with a status of Approved packet cannot be Withdrawn If an application has been Approved it can only be Cancelled or Terminated by the State see Application Packet section 67 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Application Statuses Statuses are used to define the current state of an application packet item Each application can have only one status at a time o Pending Validation The application has a status of Pending Validation when the application has not yet been opened or saved o Error The application has a status of Error if it has failed system validation rules Data entered is maintained o Not Submitted The application has a status of Not Submitted when the application is saved without error but the Application Packet has not been submitted to the State o Submitted The application has a status of Submitted when the Contracting Entity has submitted the Application Packet to the State for review 1 e the Contracting Entity has selected the Submit for Approval button Any application that is marked Not Submitted is changed to Submitted The Application Packet becomes read only to Contracting Entity users o Approved The application has a status of Approved when the State has approved the application 1 e the State se
3. Program Status Contracting Entity Status Active Program Both E Search all available Programs Figure 10 Contracting Entity Search screen Note Users will only see Contracting Entities associated with their user account 19 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL The search parameters follow a specific set of rules These are described in the following table If the type of search is identified as includes the system will search for any Contracting Entity that includes the parameter in any portion of the selected field For example if the user entered 386 in the CE ID parameter the system will retrieve Contracting Entities with CE IDs of 00386 and 01386 If the type of search is exact match the system will search only for any Contracting Entity that exactly matches the parameter For example if the user selected Collin in the County parameter the system will retrieve all Contracting Entities associated with the county of Collin Type of CE ID includes If in combination with the Contracting Entity Name the CE ID takes precedence If in combination with any other parameter all parameters are used to perform the search Contracting Entity includes If in combination with the CE ID the CE ID takes Name precedence this parameter is ignored If in combination with any other parameter all parameters are used to perform the search TIN Includes If in combination
4. The site performs two types of checks on information entered Input Edits and Business Rule Edits Input Edits Whenever you save information or proceed to a new screen the site checks for input errors These errors may include entry errors such as an invalid data entry such as entering a 4 digit Zip Code or a non logical entry e g entering a greater number of eligible than enrolled children If a form contains an input error and the user selects Save the screen either displays the error code and description in red at the top of the page and the error code is a letter or displays a message next to the field in error Input errors must be corrected before you can proceed The system will not save data entered on a screen that contains an input error The user must correct the input errors and select Save again Input Errors Al Value is required Please re enter Site Information Site ID 0102 A Site Name CD Code 034 907 Few J 5 October Enrollment for School Year SY 2009 2010 Indicate the number of total enrollment and total eligible students at each listed site as of October 31 Site ID Site Name Total Enrollment Total Eligible 1000 Figure 6 Examples of an Input Error Partial Screen Business Rule Edits Business rule edits are used to ensure that entered data on a form conforms to state defined guidelines requirements and federal regulation Once the user initiates a save TX UNPS will
5. r The information box displays general information regarding the Contracting Entity Site The logout button displays in the menu bar It is recommended to select Log Out Log Out to properly exit the system Note For security reasons the system will automatically log you out after twenty 20 minutes of inactivity 11 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Screen Options Data entry screens in the system offer the user some or all of the following options VIEW MODIFY DELETE and INTERNAL USE ONLY The Screen Options area is located on the top right side of the screen directly beneath the colored bar Child and Adult Care Food Program TX UNPS s Applications Claims Compliance Reports Security Search EH Programs Year Help Log Out VIEW MODIFY DELETE INTERNAL USE ONLY Figure 3 Screen Options example The following table describes each of the possible screen options lem Description 000 Presents the screen information in view only mode In this mode the user cannot modify any data Presents the screen in modify mode In this mode the user can modify field MODIFY data and save the data after pressing the save button at the bottom of the screen DELETE Deletes the current record displayed on the screen The user will be presented with a confirmation screen to validate that they intend to delete the record This option 1s only available to authorized State users
6. 2 Programs Year Help Log Out Welcome to the Texas Unified Nutrition Programs System Figure 5 Child and Adult Care Food Program Home Page Child and Adult Care Food Program menu options From the Child and Adult Care Food Program home page you can select a menu item from the blue menu bar at the top of the page The Child and Adult Care Food Program menu bar contains only menu items specific to the Child and Adult Care Food Program The table below describes the features available for each menu option which the remainder of this manual will discuss in detail Please note individual users may have varying menu options due to the user s security configuration Menu Features a Access to overall application related items including Applications E Contracting Entity Manager State users only Application Packet inc Contracting Entity and Site applications as well as supporting submissions Advance Requests Download Forms Clai Access to CACFP claim entry screens and Contracting Entity specific ol payment history For State users only Access to an individual user s security related items including 15 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL iii Change Password authenticated user changing their password NN Access to the CACFP Contracting Entity Search screen Error Processing All information entered and saved on the system 1s verified to ensure it conforms to data entry guidelines and system rules
7. In addition the Budget Detail must be completed if an Advance Request is submitted however the submission of an Advance Request occurs outside of the system s Application Packet sub module and therefore must be manually validated by the State Once a Budget is approved a revision 1 e a new version must be created 40 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To access the Budget Detail 1 On the blue menu bar select Applications The Applications menu screen displays 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select View next to Budget Detail The most current Budget Detail screen displays Note If there are multiple versions of a budget within the system i e revisions exist the system defaults to the most current version To add a Budget Detail 1 On the blue menu bar select Applications The Applications menu screen displays 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Add next to Budget Detail A blank Budget Detail screen displays 4 Complete the form 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Budget Detail screen OR Select Finish to return to the Application Packet screen To view a Budget Detail 1 On the blue
8. Plan e Subcontract Agreements 62 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Legal Documents Performance Bond Governing Body Awareness Certificate of Authority 63 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Contracting Entity Application DCH 1 The following checklist items are required for ALL New CACFP DCH applications e FND Permanent Agreement e Vendor Direct Deposit Advance Payment Notification Authorization 74 176 e Application for Texas Identification Number AP 152 e Management Plan e Pre Award Civil Rights Compliance Review e Subcontract Agreements e Legal Documents e Performance Bond e Governing Body Awareness e Certificate of Authority 2 The following checklist items are required for a New CACFP Contracting Entity applications however the Contracting Entity does operate in another program e Permanent Agreement Contractor specific Amendment 3 The following checklist items are required for ALL Continuing CACFP DCH applications e Management Plan e Subcontract Agreements e Legal Documents e Performance Bond e Governing Body Awareness e Certificate of Authority Site Application Centers 1 The following checklist item is required for ALL new Center sites 64 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL e License Exemption or Other Documentation e At Risk Documentation of Area Eligibility and Education Enrichment Activities Note The At Risk document is require
9. Select the desired Claim Month The Claim Month Details screen displays 3 Select Add Original Claim button If the Contracting Entity is performing CE level claiming the Claim for Reimbursement screen displays If the Contracting Entity 1s performing site level claiming the Claim Site List screen displays Under Actions select Add to the left of the Site Name you wish to add an original claim The Claim for Reimbursement screen displays Claim Month July 2010 Adj Date Date Date Earned Claim Items Number Received Accepted Processed Amount Status There are no claims for this month Total Earned 0 00 lt sec j tan Figure 36 Claim Month Details screen Add Original Claim Note The Add Original Claim button will only display on Claim Month Details screens that currently have no claims created 4 Enter claim information for all enrolled programs Only the programs identified in an approved Application Packet with the appropriate effective date will be available for data entry 5 Select Save The Claim Month Details screen displays 6 Review the information To make a modification or correction to the claim select the lt Back button to return to the Claim for Reimbursement screen To submit the claim check the Certification box and select the Submit for Payment button Note When the Submit for Payment button is selected the system performs additional edit checks e g 60 day rule etc If the system identifies errors th
10. a status of Withdrawn when the State has selected Withdrawn in the Internal Use Only section of the form Ifthe Application Packet has ever been approved there will not be an option to withdraw Claim Statuses Statuses are used to define the current state of a claim Each claim can have only one status at a time O Not Eligible The claim has a status of Not Eligible when there is an application condition that is preventing claiming for the selected month e g Contracting Entity or site is not authorized on the Application Packet to operate for the selected month or the Application Packet status 1s not Approved Incomplete The claim has a status of Incomplete when the claim has been created in the system but the Save button was never clicked e g timeout logout etc The system saves the data that has been entered but no edits have been performed Error The claim has a status of Error when the claim has been submitted and has business rule violations Pending The claim has a status of Pending when the claim has been saved and on line edits have been performed but the claim has not been submitted and validated with additional edits e g 60 days edit etc Applicable only when the Contracting Entity is participating in CE level claiming Validated This site claim has a status of Validated when the site claim has been entered validated and contains no
11. errors Applicable only when the Contracting Entity is participating in site level claiming Accepted The claim has a status of Accepted when the claim has passed all on line edits and additional edits e g 60 days edit etc and is ready to be included in the payment tracking process The claim can still be modified A revision is not necessary until the claim is included by the State in a batch payment process Accepted 69 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL The claim has a status of Accepted when the claim has been selected by the State for inclusion in the batch payment process however the batch process has not run The claim cannot be modified If the claim requires a change a revised claim must be submitted o Processed Claim has been fully processed by TDA and has been sent to the State s Accounting Office for disbursement of funds 70 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL
12. is displayed 5 Modify any desired information 32 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL 6 Select Save A confirmation screen displays 7 Select lt Edit to return to the Site Application screen OR Select Finish to return to the CACFP Site List screen 4 TIP The Revise option only appears when the previously submitted X Application Packet has been approved by the state Provider Application s for CACFP Day Care Homes Contracting Entities must complete a Provider Application for each of their providers The Provider Application screen provides access to the annual application for the Child and Adult Care Food Program for both new and renewing providers New applications must be completed annually however if an application is contained within the system from the previous year the State has identified select application data that rolls over from the previous year and pre fills a new year s application To access the Contracting Entity s provider list 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet DCH If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE 3 Under Site Applications select Provider Application s The CACFP Application Packet DCH Provider List displays Note Selecting a link in the Provider Totals section wil
13. menu bar select Applications 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 To view the most current Budget Detail select View next to Contracting Entity Budget Detail The Budget Detail screen displays OR To view a prior Budget Detail select the revision link under the Latest Version column The Contracting Entity Budget History for the designated program year 1s displayed Version Status Approved Date Revision 1 Pending Validation Original Approved 04 21 2011 Figure 24 Contracting Entity Budget History screen 41 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL 4 Select the budget version you would like to view To modify a Budget Detail 1 On the blue menu bar select Applications The Applications menu screen displays 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Modify next to Budget Detail The Budget Detail screen displays with the most current un submitted budget data 4 Modify any desired information 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Budget Detail screen OR Select Finish to return to the Application Packet screen To revise a Budget Detail 1 On the blue menu bar select Applications The Applications menu screen
14. of time on board Salutation First Name Last Name Name kd Date of Birth mm dd ywyyy Email Address Phone Ext Fax Occupation oN nao Current employer Current Employer Address 9 Address 1 10 Address 2 11 City 12 State TX Zip Home Address 13 Address 1 14 Address 2 15 City 16 State TX Zip 17 Is this member related to other board members or staff of Yes No this organization If Yes please specify name and position held You must submit documentation that confirms your organization s governing body is aware of the organization s responsibilities and liabilities associated with participation in the CACFP Created By Deweloper on 7 8 2011 11 19 20 4M Figure 22 Board of Directors Member Information 5 Complete the Board Member Information 6 Select Save 7 Select Finish to return to the Board of Directors Member List To view or modify the Board of Directors 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Details for the Board of Directors Board Member List 38 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Action Name Board Position Phone View Modify James Jones Executive Director 209 873 5395 5325 W Springview Alman TX 29439 DOB 02 14 1959 Internal Use Only Reviewed Created By D
15. only INTERNAL This is available for screens that have an Internal Use Only section which is USE ONLY typically at the bottom portion of the screen Selecting this option will result in the fields in the Internal Use Only section to become editable 12 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL TX UNPS Programs Page Once you successfully log on the TX UNPS Programs page 1s displayed Actual access to specific modules is based on the user s security rights gray because these are administrative modules that are available to only authorized State users Contracting Entities will not have access to these modules Only select authorized State users will have access to these modules A TIP The Accounting Maintenance and Configuration and Security tiles are always Applications Claims Compliance Reports Security Search 22 Programs Year Help Log Out Programs Figure 4 TX UNPS Programs Page Selecting this button Provides School Nutrition Programs Access to the School Nutrition Programs home page Accounting Access to the Accounting Module home page Child and Adult Care Food Program Access to the Child and Adult Care Food Program home page A A A Access to the Maintenance and Configuration module home Maintenance and Configuration A Summer Food Service Program Access to the Summer Food Service Program home page Security Access to the Security Module home page Food Distribution Program Acces
16. select Add Provider The Add Provider screen displays 5 Enter the applicable search criteria and click Search Note If the provider is classified as Licensed or Registered a license number is required If the provider is classified as Military or Tribal a last name is required 6 Ifthe provider you would like to add an application for is listed select the Add link If the site you would like to add an application for is not listed enter the first and last name and select Add New Provider A new Provider Application displays To view a Provider Application 1 On the blue menu bar select Applications 34 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL From the Applications menu select Application Packet DCH If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE Select Provider Application s The CACFP Application Packet DCH Provider List displays Select Details next to the provider whose application you would like to view Select View next to view the respective version of the application To modify a Provider Application On the blue menu bar select Applications From the Applications menu select Application Packet DCH If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet s
17. you are associated with only one Contracting Entity you will be unable to access the Contracting Entity Search screen The system will always default to the Contracting Entity s data For most CACFP functions you must search for and select a Contracting Entity using the Contracting Entity Search function before beginning any task When the Contracting Entity Search screen displays you can search for the Contracting Entity using all or part of the Contracting Entity s ID Name or any other combination of parameters provided on this screen To search for a Contracting Entity On the menu bar select Search Then select Contracting Entity Search If the Contracting Entity Search screen is already displayed begin at Step 2 The Contracting Entity Search screen displays Enter search parameters see table for additional information on using the search parameters Select Search Select the Contracting Entity you wish to access TIP The Contracting Entities List displays based upon the search criteria entered If no selections were made the list displays all available Contracting Entities with the designated status default is Active To display all Contracting Entities leave all search parameters blank and select Search CACFP Contracting Entity Search Search for Contracting Entities CE ID Packet Status Contracting Entity Name Field Service Rep TIN Packet Assigned To County TDA Region CD Code
18. 154 vated natalicio natalia a 16 Figure 7 Example of a Business Rule Error Partial Screen ccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 17 Fisutess Example of a Warming Err Or sisd asians nied E Laaland loeta 1 17 Figure 9 Tear Selec cr noi ia taak maak aimamatud o aaa a 18 Picure LO Contracting Entity SearclScroen amaan a A E 19 Figure 11 Contracting Entity Search screen Search all available Programs example 21 Fisute 12 Site Search Pare a AAA 22 Figure 15 Entolline tna New Prostran Ye Mis A AA A AA 23 Figure 14 Packet History sub section of the Application Packet screen ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeees 24 Figure 15 CACFP Applications Menu screen State view ssssseeseseseseeeeeseeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeees 24 Fieure 16 Application Packet Center SEFEEN nissan 23 Figure 17 Application Packet Day Care Home Contracting Entity screen eesse 26 Fis re 18 Application Packet screen MESS a SE aiii 26 Figure 19 Application Packet CACFP Site List SCreen ccssssssssssssssssssssssssssssssssssssssssssssssssssssseees 30 igure 0 Quick Site PTO Mle Seremi 31 Figure 21 Application Packet DCH Provider List screen 00vvvvoooonooooooonoe eee oo oe eee oe eee eee eee S 34 Figure 22 Board of Directors Member Information ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee
19. COLYAR CONSULTING GROUP INC Texas Unified Nutrition Programs System TX UNPS Child and Adult Care Food Program User Manual Texas Department of Agriculture Food and Nutrition Division For Contracting Entity Users TABLE OF CONTENTS USER MANU En iii 1 IN PRODUCTO NN lt a ica 6 WEB SITE BENEFITS AND FEATURES E E EAE E E A EEEE E SEE EE E EEEN E E AEE 6 DEE LE I oh EEE E E E EEEE A R E E EE A E E E E AE E 6 GETTING STARTED aiii di 8 ACCESSING THE WEB SITE ai A A AA aA 8 ABOUT TE LA UNPS HOMEPAGE da ins 8 EOGGING ON cun A dais 10 TX INES CONTENT OVERVIEW o o kaa 11 TASUN PS PROGRAMS PAGE dl it i aaa 13 CHILD AND ADULT CARE FOOD PROGRAM HOME PAGE occoccnoconocnnccnoconocnnccnaronoconccnaronaconocnnronaconocnnronaconecos 14 ERROR ERO ES SING ara aaa a haaa aal aa ala Ja aii 16 is cat AA A a A A 16 Buses KLE Ed A AA Et india 16 SELECTING A PROGRAM AE A A es 17 CONTRACTING ENTITY SEAR Hian a A a 19 SEAS ARO A a das 21 APPLICATIONS iia 23 ABOUT THE PROGRAM YEAR ENROLLMENT PROCESS cssccssccscccsccsscenccesccuscesccesseuscenccesseuscesccussenseesceuss 23 SUBMITENG AN APPLICATION PACKE Tati 23 APPLICATIONS MENU di A ae seets 24 Application P EKEL islas 24 Application Packet Center and DCH Contracting ENtItIES ooooonnnnncnnnnnnnncnnnnnnnnonononnncnnnnnnnnnnnnnos 25 Contractine Ent Gy Ap pl CA OM dd 26 Site Application s Gore ACEP Centers ta 29 Provider Application s for CACFP Day Care Homes
20. Claim Month Details screen displays 6 Review the information To make a modification or correction to the claim select the lt Back button to return to the Claim for Reimbursement screen To submit the claim check the Certification box and select the Submit for Payment button Note When the Submit for Payment button is selected the system performs additional edit checks e g 60 day rule etc If the system identifies errors the errors must be corrected before the user can submit the claim for payment WARNING An original claim cannot be submitted by a Contracting Entity if A the received date is more than 60 days since the last day of claim month year For exceptions to this rule contact the TX UNPS Help Desk To revise a processed Contracting Entity level claim Claim revision resulting in a downward adjustment may be submitted at any time Claim revisions resulting in an upward adjustment may be submitted if the date of submission is within 60 days of the last day of the original claim month Revised claims must be re processed by the State regardless of their original status 1 From the Claims menu select Claim Entry Centers or Claim Entry DCH The Claim Year Summary screen displays 54 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL 2 de Select the desired Claim Month The Claim Month Details screen displays If the Contracting Entity 1s performing CE level claiming select Add Revision button The
21. Claim for Reimbursement screen displays Claim Month November 2010 Adj Date Date Date Earned Claim Items Number Received Accepted Processed Amount Status View Summary 0 01 19 2011 01 19 2011 01 24 2011 12 850 30 Processed View Summary 1 02 02 2011 02 02 2011 02 04 2011 3 311 70 Processed Total Earned 16 162 00 lt Back REISS Figure 38 Claim Month Details screen Add Revision If the Contracting Entity is performing site level claiming the Claim Site List screen displays Under Actions select Revise to the left of the Site Name whose claim you wish to revise The Claim for Reimbursement screen displays Note The Add Revision button will only display on Claim Month Details screens that currently have no claims created Make any necessary changes to the claim Select Save The Claim Month Details screen displays Review the information To make a modification or correction to the claim select the lt Back button to return to the Claim for Reimbursement screen To submit the revised claim check the Certification box and select the Submit for Payment button Note Revised claims must be re processed by the State regardless of their original status Entity if the received date is more than 60 days since the last day of claim l WARNING An upward adjusted claim cannot be submitted by a Contracting month year For exceptions to this rule contact the TX UNPS Help Desk To view a claim 1 From the
22. Claims menu select Claim Entry Centers or Claim Entry DCH The Claim Year Summary screen displays Select the desired Claim Month The Claim Month Details screen displays If the Contracting Entity is performing CE level claiming select View The Claim for Reimbursement screen displays If the Contracting Entity 1s performing site level claiming the Claim Site List screen displays Under Actions select View to the left of the Site Name you wish to view The Claim for Reimbursement screen displays 55 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To view 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 A Claim Summary is not available until a claim has been submitted with no errors 1 From the Claims menu select Claim Entry Centers or Claim Entry DCH The Claim Year Summary screen displays 2 Select the desired Claim Month The Claim Month Details screen displays 3 Select Summary The Claim for Reimbursement Summary screen displays To delete a claim If the Contracting Entry has entered a claim in error and the claim has not been included in the batch payment process 1 e the status of the claim is NOT Accepted or Processed the claim can be deleted 1 From the Claims menu select Claim Entry Centers or Claim Entry DCH The Claim Year Summary screen displays pa Selec
23. Contracting Entities Found 1529 CE ID Contracting Entity Name SNP SFSP CACFP FDP Status 00001 CAYUGA ISD Ca m Active 00002 ELKHART ISD v w Active 00003 FRANKSTON ISD w Active Figure 11 Contracting Entity Search screen Search all available Programs example Site Search You can also search for and select a Site through the Site Search function on the Search menu Note The Site Search function applies to Center sites only Ja TIP Sites only display if they are associated with a Contracting Entity to f which you have access You can search for the site using all or part of the Site ID Site Name License Number or Street Address At least one search criteria must be entered The search results display in the Site List below the search criteria To search for a site 1 On the menu bar select Search 2 Select Site Search 3 Enter all or a portion of the Site ID Site Name License or Street Address in the respective text box es 4 Select Search 21 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL 5 Select the desired Site CACFP Site Search Search for Sites Site ID Site Name License Y Street Address city State Zip Code Search Figure 12 Site Search Page Type of Site ID includes If in combination with the Site Name the Site ID takes precedence If in combination with any other parameter all parameters are used to perform the search Site Name Includes If in comb
24. FP Application Packet Site List displays 4 Select Modify next to the site whose application you would like to delete The Site Application is displayed 5 Select DELETE on the Edit menu in the top right corner 6 The system transfers you to the bottom of the screen and a warning message 1s displayed 7 Select the Delete button at the bottom of the page A confirmation message displays WARNING Only a site application that has not been approved can be deleted Once the application has been deleted it is permanently removed and cannot be restored Use caution before deleting an application To revise a Site Application Note Only state approved applications can be revised An application that has been Submitted BUT is currently under review by the State CANNOT be revised Once a Contracting Entity revises a Site Application the Application Packet must be re submitted and the state review and approval process starts again pd On the blue menu bar select Applications 2 From the Applications menu select Application Packet Center If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE UY Under Site Applications select Site Application s The CACFP Application Packet Site List displays 4 Select Revise next to the site whose application you would like to revise The Site Application
25. FY DELETE INTERNAL USE ONLY Navigational Breadcrumb M a Trail Child Adult Care Food Program Site Application for 2010 2011 00169 Status Active 0104 Status Active QUEEN CITY ISD QUEEN CITY HS DBA QUEEN CITY SCHOOLS 1234 W Hive Ave 1234 West Hive Ave Queen City TX 48123 Queen City TX 48123 County District Code 034 907 TDA A Information Box Selected Information Box Selected Contracting Entity Figure 2 TX UNPS Content Overview Site The selected program name appears in the gray area at the top of the page Menu items display on the blue menu bar at the top of the page Selecting a menu item will take you to its menu page Menu Items Users may not have access to all menu items If you are unable to select a particular menu item you do not have the necessary security rights Contact the TX UNPS Help Desk for assistance The navigation or breadcrumb trail identifies your location within the web site Selecting a specific portion of the trail will take you back to that particular screen Navigation Breadcrumb Trail Note To ensure that the correct screen and data 1s displayed please use the navigation breadcrumb trail or buttons at the bottom of the screen to navigate throughout TX UNPS do not use your browser s Back and Forward button The selected program year displays on the right beneath the menu bar Program Year Upon logging in the system defaults to the most current active program year Information B
26. OOD PROGRAM USER MANUAL To upload an attachment to a Checklist item Note If the checklist item has a paper clip icon next to it you can upload an attachment Files in the following formats can be uploaded doc xls pdf and jpg 1 Select the paper clip The Checklist File Upload Details screen displays 2 Use the Browse button to select the file to upload If desired enter a brief comment field 1s not required 3 Select Save Checklist File Upload Detail Checklist Program School Nutrition Programs Checklist Item Attachment B Meal Count amp Collect Procedures Upload Detail 1 File To Upload E ip Browse 2 Comment CO Figure 27 Checklist File Upload Detail screen Advance Request Contracting Entities use the Advance Request menu option to submit a request for operational or administrative payment advances and to view the status of their submitted requests Centers can only request Operating Advances while Day Care Homes may request both Operating and Administrative expenses This screen is Contracting Entity specific To add an Advance Request On the blue menu bar select Applications The Applications menu screen displays On the menu select Advance Request Select the Advance Type checkbox Select the Percent Requested Select the Certification Statement checkbox tS SY E Select Save 45 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Advance Request Detail for 2010 2011 00169
27. Percent Requested 50 O DCH Administrative Percent Requested 50 Certification Statement J I certify by accepting advance payments that the contracting entity and all responsible principals individuals will comply with all applicable Federal and State laws regulations rules and policies related to the acceptance and use of advance payments I understand that if advance payments are not used in compliance with all applicable Federal and State laws regulations and policies that the contracting entity and all responsible principals individuals when legally permitted will be liable for the repayment of all advance payments that were not properly paid If the contracting entity and responsible principals individuals become liable for the repayment of advance payments TDA may recover all outstanding advance payments from our current and future CACFP reimbursement or take other legal action against the contracting entity and responsible principals individuals to recover the debt Advance Status Advance Month Advance Type Approved Amount Advance Amount Status Figure 29 Advance Request Detail screen Day Care Homes To view or modify an Advance Request 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Advance Requests The Advance Request list screen displays 3 Select the advance you would like to view or modify The Advance Request screen displays 46 CHILD AND ADUL
28. Processed 02 03 2011 02 03 2011 34 291 36 Nov 2010 0 00 Dec 2010 0 00 Jan 2011 0 00 Feb 2011 0 00 Mar 2011 0 00 2011 0 00 lay 2011 0 00 Jun 2011 0 00 Year to Date Totals 72 126 94 Figure 32 Claim Year Summary screen 51 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Claim Month Details From the Claim Month Details screen you can access a specific claim form or a summary of the submitted claim If the claim has been processed the options are View to view the completed claim form or Summary to view the calculated payment summary related to the claim Claim Month September 2010 Adj Date Date Date Earned Claim Items Number Received Accepted Processed Amount Status View Summary 0 02 02 2011 02 02 2011 02 02 2011 37 843 34 Processed View Summary 1 02 02 2011 02 02 2011 02 03 2011 7 76 Processed Total Earned 37 835 58 Figure 33 Claim Month Details screen Example of Processed Claims If the claim has not been processed the options are View to view the completed claim form Modify to enter a new claim or modify an existing claim or Summary to view the calculated payment summary related to the claim Claim Month August 2010 Adj Date Date Date Earned Claim Items Number Received Accepted Processed Amount Status View Modify Summary 0 11 30 2010 01 26 2011 109 55 Accepted Total Earned 109 55 Figure 34 Claim Month Details screen Example of Non Processed Claims Note Claims can be
29. Status Active QUEEN CITY ISD DBA QUEEN CITY SCHOOLS 1234 West Hive Ave Queen City TX 48123 County District Code 034 907 TDA Region 3 Advance Types O Center Operating Percent Reguested 50 2 Certification Statement J Tcertify by accepting advance payments that the contracting entity and all responsible principals individuals will comply with all applicable Federal and State laws regulations rules and policies related to the acceptance and use of advance payments I understand that if advance payments are not used in compliance with all applicable Federal and State laws regulations and policies that the contracting entity and all responsible principals individuals when legally permitted will be liable for the repayment of all advance payments that were not properly paid If the contracting entity and responsible principals individuals become liable for the repayment of advance payments TDA may recover all outstanding advance payments from our current and future CACFP reimbursement or take other legal action against the contracting entity and responsible principals individuals to recover the debt Advance Status Advance Month Advance Type Approved Amount Advance Amount Status Figure 28 Advance Request Detail screen Centers Advance Request Detail for 2010 2011 00001 Status Active CAYUGA ISD DBA No address on file for this year County District Code 001 902 TDA Region 3 Advance Types LJ DCH Operating
30. T CARE FOOD PROGRAM USER MANUAL gt Update information if desired i Select Save A confirmation screen displays gt Select lt Edit to return to the Advance Request screen OR Select Finish to return to the Advance Requests list screen To delete an Advance Request On the blue menu bar select Applications The Applications menu screen displays On the menu select Advance Requests The Advance Request list screen displays Select the advance you would like to delete The Advance Request screen displays Select DELETE on the Edit menu in the top right corner The system transfers you to the bottom of the screen and a warning message is displayed Select the Delete button at the bottom of the page A confirmation message displays 1 2 26 eS 2 PB Select Finish Selecting the DELETE button permanently deletes the Advance Reguest from the system It will not be recoverable once deleted i WARNING Only Advance Reguests that have not been submitted can be deleted Download Forms The Download Forms function allows users to view download and or print all forms and documents made available on the site by the State To access Download Forms 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Download Forms The Download Forms screen displays To download or view a form 1 On the blue menu bar select Applications The Applications menu
31. acket Center or Application Packet DCH The most current year s Application Packet screen displays 3 Select Add next to the Contracting Entity Application packet item The Contracting Entity Application for the designated program year 1s displayed 4 Enter required information 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Contracting Entity Application screen _OR Select Finish to return to the Application Packet screen TIP The Add option only appears for new Contracting Entities Ifa Contracting Entity had an application in the previous year and has elected to enroll in the new year the prior year s application information is rolled over into the new year s application as a starting point The user would select Modify to review and update this information To modify a Contracting Entity application 1 On the blue menu bar select Applications 27 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL From the Applications menu select Application Packet Center or Application Packet DCH The most current year s Application Packet screen displays Select Modify next to the Contracting Entity Application packet item The Contracting Entity Application for the designated program year is displayed Modify any desired information Select Save A confirmation screen displays Select lt Edit to return to the Contracting Entity Application screen OR Select Fini
32. aim Rates screen displays 56 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL 2 Use the lt Back button to return to the Claims menu Claim Rates for CACFP Federal Reimbursement Operating Rates July 1 2010 to June 30 2011 Breakfast Lunch Supper Maximum Maximum Maximum Reimbursement Reimbursement Reimbursement 0 0000 Free 0 0000 0 0000 0 0000 Reduced 0 0000 0 0000 0 0000 Paid 0 0000 0 0000 CIL 0 0000 i 0 0000 Snack At Risk Snack At Risk Supper Maximum Maximum Maximum Reimbursement Reimbursement Reimbursement 0 0000 0 0000 0 0000 0 0000 0 0000 Created By Developer on 4 28 2011 2 50 32 PM Modified By Developer on 5 5 2011 11 25 34 AM lt Back Figure 39 Claim Rates for CACFP Centers screen A TIP The Claim Rates screen defaults to the designated program year A identified at the top right of the screen To view the claim rates for a previous year see Selecting a Program Year Payment Summa The Payment Summary screen provides a list of all payment batch schedules processed for the Contracting Entity for the selected program year Each schedule number and process date represents payments that have been scheduled Payments from payment batches are grouped by program and sorted by date To access Payment Summary 1 From the Claims menu select Payment Summary The Payment Summary List screen displays 2 Use the lt Back button to return to the Claims menu Schedule Processed Warrant Is
33. cccccccccceeceeceeeaeeeeseseeseeeeeeeeeeeeeeeaaas 33 PRAMSLCDELIO ay LLOVIDO 37 BOCCO WMC CL ONG Basch te 37 Budae Detalla rasta detal picada 40 o a A a a 43 PRG GMCS KOGUS aata aitas at oc teena 45 Download Forster dido ad aata 47 83 29 0 047 Ko iaa dnde 49 ABOUT THE CEAMMS PROCESS atan 49 CEXIMS MENO paa i 49 CEXNEODATES nit ct e ta el Eo ces eae aon ets dado 50 Cs a O ESOO E aA 50 Clan Cal SUIMMINALY esta io E laamat lama alamaa lid kem alaalia 51 Di ruda Monta Detalla iii 32 Chink Site Lita AA AA a a A 52 Payments amna yaren A E A 57 SECURTE Noia 59 SECURITY A A O a aa 59 APPLICA TION PACKET PROCE SS tico 61 SUBMITTING A CACFP APPLICATION PACKET cccccsescssccscccssccescccsscessceesscesscessceusscesscessceusseesccesccessens 61 CACFP APPLICATION PACKET CHECKLIST TEMS cccccsccceccssccscccsccscenccesccescenccesseussenscesseussenssesseuseensees 62 2 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL APPLICATION PACKET O TA EUSES a iaa lead APPLICATIONS TA TUS ES di ell E E lod CLAIMS TA TUSE edo ad 3 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL TABLE OF FIGURES Fome TINS HOME Pa di 8 Picgre 2 TX UNES C Ot AD VEELMA M a ao de A 11 Eisure 3 Screech Options Exam od 12 Pisure 4 TX UNPS Programs Page ia arena ore aerials 13 Figure 5 Child and Adult Care Food Program Home Page ooooooooooooooncccnnnnnnnnnnnnnnonnnnnnnonnnnnnnnnnnnnnnnnnnononnnnos 15 Figure 6 Examples of an Input Error Partial Screen
34. cket Center If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE 3 Under Site Applications select Site Application s The CACFP Application Packet Site List displays 29 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Child amp Adult Care Food Program Application Packet Site List for 2010 2011 00169 Status Active QUEEN CITY ISD DBA QUEEN CITY SCHOOLS 1234 West Hive Ave Queen City TX 48123 County District Code 034 907 TDA Region 3 Latest Action Site Site Name Type Version Status View Modify Admin m 0104 Queen City HS os Rev 2 Error 31 Add Site Total Sites Enrolled 1 lt Back Figure 19 Application Packet CACFP Site List screen To add a nev site only available to Contracting Entities 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Center If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE 3 Under Site Applications select Site Application s The CACFP Application Packet Site List displays 4 At the bottom of the site list select Add Site The Available Site s screen displays Note The sites displayed on this screen are sites that are designated as CACFP sites
35. creen displays for the selected CE Select Provider Application s The CACFP Application Packet DCH Provider List displays Select Details next to the provider whose application you would like to modify Select Modify next to the provider whose application you would like to view The Provider Application 1s displayed Modify any desired information Select Save A confirmation screen displays To delete a Provider Application 1 2 On the blue menu bar select Applications From the Applications menu select Application Packet DCH If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE Select Provider Application s The CACFP Application Packet DCH Provider List displays Select Details next to the provider whose application you would like to delete Select the Modify link for the desired application version The Provider Application is 35 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL displayed 6 Select DELETE on the Edit menu in the top right corner 7 The system transfers you to the bottom of the screen and a warning message is displayed e Select the Delete button at the bottom of the page A confirmation message displays Once the application has been deleted it is permanently removed and cannot be i WARNING Only a provider application that has not been approved can be d
36. ct Application Packet DCH If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE Select Provider Application s The CACFP Application Packet DCH Provider List displays Select Add Provider Search for the desired provider by type license number and or last name If the provider is eligible to be transferred a Transfer link displays Select Transfer The Provider Transfer screen displays Enter the Transfer Start Date The Transfer Start Date must occur after the Transfer Close Date and cannot occur in the same month as the Transfer Close Date Enter the Close Date Enter the Transfer Reason 10 If desired enter any comments 11 Select Save Board of Directors The Board of Directors Member List details all board members associated with the Center or Day Care Home This form must be completed as part of the Application Packet To add a Board of Directors list On the blue menu bar select Applications From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays Select Add for the Board of Directors Select Add Member The Board of Directors Member Information screen displays 37 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Board Member Information 1 Board Member type 2 Length
37. curity on the blue menu bar at the top of the page The Security menu displays 2 Select a security item to access that security function To access Change Password On the blue menu bar select Security On the Security menu select Change Password The Change Password screen displays Enter your New Password Re Enter your New Password Select Save A confirmation message displays A PA A A Select lt Edit to return to the Change Password screen you just modified OR Select Finish to return to the Security menu 59 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Change Password Please enter your new password then re enter your new password to verify it Select Save to continue New Password Re Enter New Password Figure 42 Change Password screen Note Security configuration settings reguire a password ten 10 to twelve 12 characters in length Please note that the password must be at least ten 10 characters in length The password must contain at least one number one letter and one special character e g Passwords are case sensitive 60 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Application Packet Process This section of the manual provides information on how the State can review and approve CACFP Application Packets through TX UNPS Note For security purposes users can only view Contracting Entities to whom they are associated Submitting a CACFP Application Packet All ne
38. d for New and Continuing Applications only for 2011 2012 Starting in 2012 2013 this items is only required for New Applications Site Application DCH 1 The following checklist item is required for ALL new Day Care Home sites e License Registration or Documentation to Care for Children 65 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Application Packet Statuses Statuses are used to manage the workflow of the Application Packet Each packet can have only one status at a time o Not Submitted The packet has a status of Not Submitted when the packet is created for the first time or when any of the packet items are created revised or modified but the Application Packet has not been submitted to the State o Submitted O The packet has a status of Submitted when the Contracting Entity uses the Submit for Approval button on the Application Packet screen to submit the error free packet to the State for review If the packet status 1s Submitted the entire packet becomes read only to the Contracting Entity All applications that are Submitted must ultimately be Approved Denied or Returned for Correction or Withdrawn Approval Recommended 1 e First Level Approved When a Contracting Entity is new to the program the system will require two levels of approval This status represents the first level of approval performed by the State before a final approval is granted Th
39. displays 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Revise next to Budget Detail The Budget Detail screen displays with the most current budget data 4 Modify any desired information 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Budget Detail screen OR Select Finish to return to the Application Packet screen 24 TIP When creating a revision the system maintains the previously approved a budget that can be accessed via the Contracting Entity Budget History screen 42 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To delete a Budget 1 On the blue menu bar select Applications The Applications menu screen displays 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Modify next to Budget Detail The Budget Detail screen displays 4 Select Delete in the top right corner 5 Select Delete at the bottom of the screen to confirm Checklist A checklist 1s automatically generated based upon answers to specific questions from the Contracting Entity and site applications The checklist identifies supplemental documents that need to be submitted to the state The Checklist feature allows Contracting Entities to keep track of documents and their dat
40. e errors must be corrected before the user can submit the claim for payment WARNING An original claim cannot be submitted by a Contracting Entity if A the received date is more than 60 days since the last day of claim month year For exceptions to this rule contact the TX UNPS Help Desk 53 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To modify an un processed claim Claims can be modified as many times as desired until the claim has been submitted and processed by the State for payment distribution 1 From the Claims menu select Claim Entry Centers or Claim Entry DCH The Claim Year Summary screen displays 2 Select the desired Claim Month The Claim Month Details screen displays 3 Ifthe Contracting Entity is performing CE level claiming select Modify The Claim for Reimbursement screen displays If the Contracting Entity is performing site level claiming the Claim Site List screen displays Under Actions select Modify to the left of the Site Name you wish to view The Claim for Reimbursement screen displays Claim Month October 2010 Adj Date Date Date Earned Claim Items Number Received Accepted Processed Amount Status View Modify Summary 0 01 26 2011 1 151 70 Pending Total Earned 1 151 70 Figure 37 Claim Month Details screen Modify an Un processed Claim Note The Summary link is not active until a claim has been submitted with no errors 4 Update claim information 5 Select Save The
41. e Application Packet screen will display the First Approval button when the first level approval is required After the button has been selected this button will not display however the Approve button will be displayed Approved Denied The packet has a status of Approved when the State has approved each packet item AND has selected the Approve button on the Application Packet screen The packet has a status of Denied when the State selects the Deny button on the Application Packet screen When a packet is Denied the packet remains view only and nothing in the packet can be modified The only way to edit items in a denied packet 1s for the State to change the status of the packet to something other than Denied By denying an Application Packet the status of all items within the packet 1s automatically set to Denied An Approved packet cannot be Denied Returned for Corrections The packet has a status of Returned for Corrections when the State selects the Return button on the Application Packet screen 66 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL This status unlocks the packet for the Contracting Entity and sets the status back to Not Submitted An Approved packet cannot be Returned for Corrections o Withdrawn The packet has a status of Withdrawn when the Contracting Entity or State selects the Withdraw button on the Application Packet screen
42. e payments must also submit an Advance Request to the State An advance request must be submitted and approved for each program year For more details see Advance Request Packet Assigned To unassigned Latest Action Form Name Version Status Add Contracting Entity Application Not Started Figure 13 Enrolling in a New Program Year Submitting an Application Packet The Contracting Entity can submit the Centers or Day Care Home Application Packet to the State once the application is deemed complete by the system In order to be able to submit an Application Packet the packet must contain e A completed Contracting Entity Application with no errors e Atleast one completed CACFP Site Provider Application with no errors e A completed Budget Detail with no errors e A Board of Directors Members List must exist and contain no errors 23 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL e All items in the Checklist are identified as submitted to TDA Once the Application Packet has been submitted to the State for approval the packet history section of the Application Packet screen will display the event and the packet status changes to Submitted for Approval Packet History Event Event Date Time User The application packet was approved 5 29 2009 7 23 11 AM Developer The application packet was submitted 5 29 2009 7 22 27 AM Developer The application packet was changed requiring it to be submitted 5 29 2009 7 22 14 AM Developer
43. ed for payment and contains no errors If errors are detected during the submit process Date Accepted the date 1s not set These claims are identified with a status of Accepted Accepted claims can be modified until they are included in a payment batch This 1s the date that the claim was added by the State into the batch payment process via Payment Tracking in the Accounting module Once the claim has been added to a batch 1 e batched it cannot be modified These claims are identified with a status of Accepted until the batch process has completed When the batch process is completed the status of the claim is Processed Date Processed If a change is required to a claim that has a status of Accepted or Processed a revised claim must be entered into the system Claim Entry The Claim Entry function 1s used to enter modify and view Center and DCH claims The system provides the ability to submit claims at the Contracting Entity or site level Original and upward adjusted claims cannot be submitted if the received date is more than 60 days since the last day of claim month year In order to create a claim in a given month an approved Application Packet must be in effect for the period Note The general claims functionality 1s the same for both Centers and Day Care Homes 50 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To access claim entry 1 On the blue menu bar select Cla
44. eleted restored Use caution before deleting an application To revise a Provider Application Note Only state approved applications can be revised An application that has been submitted BUT is currently under review by the State CANNOT be revised The Application Packet does not need to be re submitted for review and approval if a Contracting Entity revises a Provider Application j i On the blue menu bar select Applications 2 From the Applications menu select Application Packet DCH If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE UY Select Provider Application s The CACFP Application Packet DCH Provider List displays 4 Select Details next to the provider whose application you would like to revise 5 Select the Revise link for the desired application version The Provider Application is displayed 6 Modify any desired information 7 Select Save A confirmation screen displays 24 TIP The Revise option only appears when the previously submitted A Application Packet has been approved by the state 36 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Transferring a Provider A provider may be transferred from one contracting entity to another within the system To transfer a Provider 9 On the blue menu bar select Applications From the Applications menu sele
45. es 38 Figure 23 Board of Directors Member List screen e cicocionnconinn cocoa ii qa 39 Figure 24 Contracting Entity Budget History screen ccccccccccnnnnnnnonononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 41 Fisute 25 Cheek list Summary SETE a A A A A aaa 43 Fizie 26 Check iSt seleen ula aaa 44 Pigure 27 Checklist File Upload Detail Ser Ce rancia 45 Figure 28 Advance Request Detail screen Centers ccccccccccnnnnnononoonnnncnnnnnnnnnnonononnonononnnnnnnnnnnnnnnnnnnnnnnnnnnns 46 Figure 29 Advance Request Detail screen Day Care Homes cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 46 Figure 30 Download Forms screen partial SCIE N cccccccccnonnnonnnooonnnonnnnnonnnononnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 48 Piro O AA A or E E nr E aE a EE 49 Pisure 52 Claim Year Umata dai ae 51 Figure 33 Claim Month Details screen Example of Processed Claims cccececeeeeeeeeeeeeeeeeeeeeeeeees 52 Figure 34 Claim Month Details screen Example of Non Processed Claims ccccceeeeeeeeeeeeeeeeeeees 52 Powe 357 Clann Site CRESCI uada aa 52 Figure 36 Claim Month Details screen Add Original Claim iimmeeeeeeeveeeeneeneenneeeeeeeeeneneeeeeee eea 53 Figure 37 Claim Month Details screen Modify an Un processed ClalM cccccooooonooononoccnnnnnnnnnnnnnnnnnnnnnnnos 54 Figure 38 Claim Month Details screen Add ReVISI0D ssssssssssssssssssse
46. es of submission State users use this feature to identify when documents have been received and to denote the status of the documents To access a Checklist 1 On the blue menu bar select Applications The Applications menu screen displays 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Details for the Checklist The Checklist Summary screen displays CACFP Checklist Summary 00169 Status Active QUEEN CITY ISD DBA QUEEN CITY SCHOOLS 1234 West Hive Ave Queen City TX 48123 County District Code 034 907 TDA Region 3 Contracting Entity Total Items Submitted Items Approved Items QUEEN CITY ISD o o 0 Child amp Adult Care Food Program Sites Total Items Submitted Items Approved Items Queen City HS 1 o D Back Figure 25 Checklist Summary screen To view a Checklist 1 On the blue menu bar select Applications The Applications menu screen displays 2 From the Applications menu select Application Packet Centers or Application 43 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Packet DCH The current year s Application Packet screen displays 3 Select Details for the Checklist The Checklist Summary screen displays 4 Select the Contracting Entity or Site Provider whose checklist you wish to view The Checklist screen displays Note Only Contracting Entities and sites who have co
47. eveloper on 7 8 2011 2 59 16 PM Modified By Deweloper on 7 8 2011 3 00 46 PM Add Member Figure 23 Board of Directors Member List screen Select View or Modify to access Board of Directors Member Information Modify any desired information Select Save E AN E Select Finish to return to the Board of Directors Member List To add a member to the Board of Directors 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays Select Details for Board of Directors Board Member List Select Add Member Complete the Board of Directors Member Information screen A A Select Save 39 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To delete a member from the Board of Directors 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Details for Board of Directors Board Member List 4 Select Modify for the member you wish to delete 5 Select Delete in the top right corner 6 Select Delete at the bottom of the screen to confirm Budget Detail The Budget Detail screen must be completed by all Contracting Entities The system will not allow an Application Packet to be submitted without an error free Budget
48. ewal 2009 2010 lt Back Show Packet History Latest Version Status Original Error Original Pending Validation Denied Withdrawn Total Closed Error Applications o o 1 1 Return Deny Withdraw Packet Figure 17 Application Packet Day Care Home Contracting Entity screen If the Application Packet has been submitted for approval by the Contracting Entity it becomes read only to the Contracting Entity The Application Packet screen is displayed with the following message to help make the Contracting Entity aware that they can no longer modify the submitted packet during this time The Application Packet is currently under review by the State and is unavailable for changes Figure 18 Application Packet screen Message Contracting Entity Application The Contracting Entity Application screen provides access to the Contracting Entity s annual application for the Child and Adult Care Food Program The Contracting Entity is required to complete a new Contracting Entity application annually however if an application is contained within the system from the previous year the State has identified select application data that rolls over from the previous year and pre fills a new year s application To view a Contracting Entity application Original 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Center or Application Packet DCH T
49. he current year s Application Packet screen displays 3 Select View next to the Contracting Entity Application packet item The Contracting Entity Application for the designated program year is displayed Note If there are multiple versions of a Contracting Entity application within the system i e revisions exist the system defaults to the version with the most current Application Effective Date designated on the Contracting Entity Application s Internal Use Only section 26 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To view a Contracting Entity application Revision 1 On the blue menu bar select Applications From the Applications menu select Application Packet Center or Application Packet DCH The most current year s Application Packet screen displays Select the revision link under the Latest Version column The Contracting Entity Application History for the designated program year 1s displayed Select the application version you would like to view TIP The View option appears in two situations 1 If the user only has view access security rights or 2 If the user has modify access security rights BUT the Application Packet has been submitted to the State and is under State review and therefore can no longer be modified To add a Contracting Entity application New Contracting Entity 1 On the blue menu bar select Applications 2 From the Applications menu select Application P
50. ims On the Claims menu select Claim Entry Centers or Claim Entry DCH If a Contracting Entity has already been selected the Claim Summary screen displays If no Contracting Entity has been selected use the Contracting Entity Search to search for and select a Contracting Entity Select the Claim Month you would like to submit a claim The Claim Month Details screen displays Note The current program year is the default year if no other program year has been selected For help selecting a new program year see Selecting a Program Year Claim Year Summary The Claim Year Summary summarizes information regarding the claim for each claim month in the designated year Adj Number identifies the number of revisions associated with the claim Each revision must be re processed by the state Claim Status identifies the current status of the claim Date Received identifies the date the system initially received the claim submission Note the State has the authority to modify this date Date Processed identifies the date the claim was included in the payment batch process Earned Amount identifies the current value of the claim Note Only months that are identified as valid operational months for the Contracting Entity are enabled to submit claims Claim Adj Claim Date Date Earned Month Number Status Received Processed Amount Jul 2010 0 00 Aug 2010 0 00 Sep 2010 1 Processed 02 02 2011 02 03 2011 37 835 58 Oct 2010 0
51. ination with the Site ID the Site ID takes precedence this parameter is ignored If in combination with any other parameter all parameters are used to perform the search License includes Street Address If in combination with the Site ID the search is performed using both the Site ID and this parameter City OES If in combination with any other parameter all State parameters are used to perform the search Zip Code 22 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Applications Now that you know how to access and log on to TX UNPS the remainder of the manual will explore the functions of the Child and Adult Care Food Program module Let s first look at the Applications component of TX UNPS where users manage yearly enrollment of Contracting Entities and sites and submit review Advance Requests About the Program Year Enrollment Process In order to participate in the Child and Adult Care Food Program Contracting Entities must submit an Application Packet to the State for review and approval Before beginning the Application Packet Contracting Entities must select the Add action on the Application Packet screen The user is then transferred to a blank CACFP Contracting Entity application screen A new Application Packet must be submitted and approved for each program year Once the Application Packet is approved monthly claims for reimbursement may be submitted Contracting Entities that wish to receive advanc
52. l limit the list of providers displayed below You may also search for a specific provider by License Number Provider Name or Alternate Provider ID 33 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Application Packet DCH Provider List 03320 Status Active Day Care Home Foundation DBA The Foundation 987 Main Street Amarillo TX 75321 County District Code TDA Region Provider Totals Approved 8 Unapproved 0 Total 8 Closed 0 Self Cancelled 0 Terminated 0 Applications Pending Approwal 0 Applications with Errors Inactive O Provider Search Show All Providers or Search By E Include All closed Providers Back Add Provider Providers 8 Provider Status f Action License Provider Tier Application Status Details Test Jane Tier II Activef 123 Test St Approved Test TX 12545 Details 44456464 jones Provider Tier I Actives 123 Test St Approved Test TX 12345 Figure 21 Application Packet DCH Provider List screen To add a new provider only available to Contracting Entities 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet DCH If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE 3 Select Provider Application s The CACFP Application Packet DCH Provider List displays 4 At the bottom of the site list
53. lected Approved in the Internal Use Only section of the form o Denied The application has a status of Denied when the State has denied the application 1 e the State selected Denied in the Internal Use Only section of the form If the application is Denied it can no longer be modified by the Contracting Entity Only the State can change the status of the application When setting the application status to Denied the State should enter a comment in the Comments to Contracting Entity field explaining the reason the application was denied o Incomplete The Board of Directors has a status of Incomplete when the data has been rolled over from the previous program year and the State 1s reviewing the Application Packet for a Base Year Renewal In order to approve the Application Packet the reviewing TDA user needs to indicate that the Board of Directors has been reviewed o Returned for Correction The application has a status of Returned for Correction when the State has identified errors in the application and has selected Returned for Correction in the Internal Use Only section of the form 68 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL O When setting the application status to Returned for Correction the State should enter a comment in the Comments to Contracting Entity field explaining the reason the application was returned Withdrawn The application has
54. modified UNTIL they have been added by the State into the batch payment process Once a claim has been included in a payment batch the status of the claim is Accepted until the batch process has completed When the batch process has completed the status of the claim is Processed Claim Site List If the Contracting Entity has been identified by the State as performing site level claiming on the Contracting Entity Profile screen the Contracting Entity would use the Claim Site List screen to select the site whose claim to add view or modify Note Only active sites will have a link to open the Claim for Reimbursement screen Month Year Adjustment Date Date Date Reason Claimed Mumber Received Accepted Processed Code Aug 2009 1 Internal Use Only Actions Site E Site Mame Errors Status View Revise 1032 West Elementary School Paid View Modify 1033 Incomplete Southwest Elementary Figure 35 Claim Site List screen 52 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To add an original claim Claims can be entered for each eligible month in the program year Eligible months are determined based on an approved Application Packet and the designated application effective date identified by the State in the Internal Use Only section of the Contracting Entity and Site applications 1 From the Claims menu select Claim Entry Centers or Claim Entry DCH The Claim Year Summary screen displays 2
55. mpleted their applications and who have additional required documents will have a checklist CACFP Checklist 00169 Status Active 0104 Status Active QUEEN CITY ISD QUEEN CITY HS DEA QUEEN CITY SCHOOLS 1234 W Hive Ave 1234 West Hive Ave Queen City TX 48123 Queen City TX 48123 County District Code 034 907 TOA Region 3 Required Document Date Document Forms Documents Submitted Submitted on File Status Last to send to TDA to TDA to TDA w TDA Status Date Updated By License Exemption or Other Fending 0711472011 one er Documentation Approval 07 14 2011 Developer Figure 26 Checklist screen To update a Checklist 1 On the blue menu bar select Applications The Applications menu screen displays 2 From the Applications menu select Application Packet Centers or Application Packet DCH The current year s Application Packet screen displays 3 Select Details for the Checklist The Checklist Summary screen displays 4 Select the Contracting Entity or Site Provider whose checklist you wish to update The Checklist screen displays 5 Identify whether the document has been submitted and the submission date The Date Submitted to TDA field automatically defaults to the system date This can be changed by the user A checklist is not considered complete until all checklist items are identified as having been submitted to TDA 6 Select Save The Checklist Summary screen displays 44 CHILD AND ADULT CARE F
56. ng Entity has submitted the Application Packet the State will review each item in the submitted Application Packet The State may approve each application item deny an application item or return the application item and its respective Application Packet back to the Contracting Entity for correction If the Application Packet is denied or returned to the Contracting Entity for correction the State will provide comments within the respective Application Packet item as to why the application was denied or what needs to be corrected in order to re submit the Application Packet CACFP Application Packet Checklist Items Contracting Entity Application Centers 1 The following checklist items are required for ALL New CACFP Centers Contracting Entity applications e FND Permanent Agreement e Vendor Direct Deposit Advance Payment Notification Authorization 74 176 e Application for Texas Identification Number AP 152 e Management Plan e Pre Award Civil Rights Compliance Review e Subcontract Agreements e Legal Documents e Performance Bond e Governing Body Awareness e Certificate of Authority 2 The following checklist items are required for a New CACFP Contracting Entity applications however the Contracting Entity does operate in another program e Permanent Agreement Contractor specific Amendment 3 The following checklist items are required for ALL Continuing CACFP Centers Contracting Entity applications e Management
57. o save partially completed forms on line allowing the user to complete the process at a later time Individual User IDs and passwords for secure login to program functions and accurate tracking of user behavior A robust security module that streamlines security setting controls by enabling administrators to easily assign users to numerous pre defined groups and eliminating the need to manually set each user s security access User Manual This user manual is intended for use by authorized state users that administer the Child and Adult Care Food Program It is designed to provide a general understanding of how to use the system in an effective and efficient manner This manual will provide A general explanation of each feature available Screen examples of web site pages and forms 6 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Step by step instructions for utilizing the web site features Tips and notes to enhance your understanding of the system 7 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Getting Started Before you can begin using TX UNPS administrative modules you must be assigned a user ID and password by the TX UNPS Help Desk that provides the required security rights Once this setup is complete you may use the Internet and your assigned user ID and password to access and log onto the TX UNPS web site Accessing the Web Site You can access TX UNPS from any computer connected to the Inte
58. on the Site Profile screen but who do not have a site application 5 Ifthe site you would like to add an application for is listed select the site If the site you would like to add an application for is not listed select Add New Site If selecting Add New Site the Quick Site Profile screen displays 6 The system automatically defaults the Site ID to the next available ID for this Contracting Entity For new sites this value can be overridden if needed TIP For most Contracting Entities it is highly recommended that you use the A Site ID assigned by the system The system has verified that the assigned ID is unigue and isthe next available Site ID for the Contracting Entity However public charter schools should use the campus code assigned by the Texas Education Agency 7 For new sites enter the Site Name and County 8 Select Save The Site Application for the new site 1s displayed 30 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Site Information Site ID 0214 Site Name County gt Figure 20 Quick Site Profile screen To view a Site Application 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Center If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE 3 Under Site Applications select Site Applica
59. perform business rule edit checks after all input errors have been corrected and display a confirmation screen stating that data entered has been saved and identifies whether errors exist The user may correct business rule errors immediately or at another time The entered data will not be lost The errors will display at the top of the screen with an error code usually 4 5 digits and error description Business rule edits do not prohibit the system from saving the data entered on the screen 16 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Error Description Facility Information Food Preparation Type is required Facility Information Facility Name is required Food Production Facility Information i Food Preparation Type 2 Facility Name Figure 7 Example of a Business Rule Error Partial Screen In addition business rule edits have an error severity that indicates whether an error is considered an Error or a Warning Errors appear in red and must be corrected before the form can be submitted Warnings appear in blue and indicate an out of the ordinary data value Warning errors do not need to be corrected prior to form submission Code 001 The Application Packet is not considered complete until the prior year s Food Safety Inspection Report has been submitted Warning Description Figure 8 Example of a Warning Error Note State administrators maintain the business rule erro
60. r Enter your assigned User ID Enter your Password Select Log On Note If you do not have a User ID and Password contact the TX UNPS Help Desk A A TIP The Password is case sensitive so be sure to use upper and lower case letters if necessary To change your password If this is your first time logging on the system will automatically require you to change your password 1 Select a new password and enter it into the box provided 2 Re enter your new password for confirmation 3 Select Save to continue to the TX UNPS Programs page Note Security configuration settings reguire a password ten 10 to twelve 12 characters in length Please note that the password must be at least ten 10 characters in length The password must contain at least one number one letter and one special character e g Passwords are case sensitive 10 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL TX UNPS Content Overview Once you are logged in and have selected a Contracting Entity the top portion of the TX UNPS application contains key elements that provide basic information about your location within the system and the selected Contracting Entity Program Name Log Out Menu i Child and Adult Care Food Program Applications Claims Compliance Reports Security Search 33 Programs Year Help Log Out Selected Applications gt Application Packet Program Vear VIEW MODI
61. r messages If you think an error message is incorrect or unclear please contact the TX UNPS Help Desk Selecting a Program Year Information for Contracting Entities and sites 1s displayed based on the selected program year Upon logging on to the system the active program year 1s the default selection and displays in the top right corner in the blue bar In order to view information from a prior year you will need to change the program Note A Contracting Entity will be unable to select a new year if they have not been granted the security right Contact the TX UNPS Help Desk and reguest access to the Select Year security right if you think this is in error To select a program year 1 Select Year on the blue menu bar at the top of the page The Year Select screen displays 2 Select the year Note The selected year is indicated by lt Selected 3 Use the menu bar to return to your task in the program A TIP The ability to view and or modify a program year is controlled by the A State s system administrator It is important to note that a program year may be set as view only to the Contracting Entities and modify to authorized State users 17 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Year Select Select Year 2011 2012 2010 2011 Selected 2009 2010 2008 2009 Figure 9 Year Select screen 18 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Contracting Entity Search Note If
62. rnet by opening your Internet browser and entering the following URL in the browser s address line http txunps texasagriculture gov The TX UNPS project page displays Click the TX UNPS logon page link to log into TX UNPS A TIP You can add this URL to your browser s FAVORITES list or create a shortcut to A the web site on your desktop for quicker access to the site Refer to your browser or operating system help files for further information Welcome to the Texas Unified Nutrition Programs System Last Updated 10 13 2011 User ID If you are currently operating a Child and Adult Care Food Program or a School Nutrition Program and would like to request access to TX UNPS or have questions about TX UNPS please contact us at Password 877 TEX MEAL or squaremeals TexasAgriculture gov New Users of TX UNPS a CACFP users that were active in SNAPS will receive logon information via email on September 6 2011 To log on to TX UNPS enter your logon information into the User ID and Password fields and click the Log On button Please be J advised that the term Logon ID is the same as User ID Note Your organization s CE ID Contracting Entity ID is not associated with your logon information and should not be entered here Need Help If you need access to TX UNPS and were not a user of SNAPS e Interested in Applying please complete and submit a Certificate of Authori
63. s to the Food Distribution Program home page 13 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL A TIP To ensure that the correct screen and data is displayed please use the A navigation breadcrumb trail or buttons at the bottom of the screen to navigate throughout TX UNPS do not use your browser s Back and Forward button Child and Adult Care Food Program Home Page The Child and Adult Care Food Program CACFP home page contains the message board used by state administrators to post and maintain CACFP related messages Messages may contain important news regarding the submission due dates upcoming training legislative changes or any other CACFP specific information To access the Child and Adult Care Food Program home page 1 Log on to the TX UNPS web site 2 On the Programs screen select Child and Adult Care Food Program Note If a user only has access to the Child and Adult Care Food Program module the Programs screen is not be displayed 3 The Child and Adult Care Food Program home page displays Note State administrators maintain the message boards for all TX UNPS modules If you would like a message posted on the Child and Adult Care Food Program home page please contact the TX UNPS Help Desk Please note that messages are visible to both internal and external users 14 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Child and Adult Care Food Program Applications Claims Compliance Reports Security Search
64. screen displays 2 On the menu select Download Forms The Download Forms screen displays a list of all available forms 3 Select the Form ID of the form you wish to download If the form is a document a gray dialog box appears 4 Select Open to view the form OR Select Save to save the form to your computer Note The software application associated with the form will initiate the opening of the form For example if the form is a Microsoft Word document Microsoft Word 47 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL on your desktop will initiate the opening of the form This is also true with Microsoft Excel or Adobe Acrobat forms 5 Select the lt Back button to return to the previous screen Download Forms New Last Contracting Form ID Description Modified Entity SFSP 001 pl Direct Deposit Advance Payment Notification Authorization 76 04 27 2011 y SFSP 002 Application for Texas Identification Number AP 152 04 27 2011 M SFSP 003 SNP Ouestionnaire Compliance with Civil Rights Act of 1964 04 27 2011 Y Figure 30 Download Forms screen partial screen TIP The New Contracting Entity column indicates whether the form is reguired for submission by Contracting Entities new to the Child and Adult Care Food Program 48 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Claims The TX UNPS Claims component allows Contracting Entities to submit monthly online reimbursement claim requests to the State re
65. sh to return to the Application Packet screen TIP The Modify option only appears when the Application Packet has not been submitted Once an application has been submitted and approved by the State a revised application must be submitted i e the Revise option is displayed To delete a Contracting Entity application 1 On the blue menu bar select Applications From the Applications menu select Application Packet Center or Application Packet DCH The most current year s Application Packet screen displays Select Modify next to the Contracting Entity Application packet item The Contracting Entity Application for the designated program year is displayed Select DELETE on the Edit menu in the top right corner The system transfers you to the bottom of the screen and a warning message is displayed Select the Delete button at the bottom of the page A confirmation message displays l WARNING A Contracting Entity application can only be deleted if the Contracting Entity has not yet submitted any claims for the program year Once the application has been deleted it is permanently removed and cannot be restored Use caution before deleting an application To revise a Contracting Entity application Note Only state approved applications can be revised Once a Contracting Entity revises the Contracting Entity application the Application Packet must be re submitted and the state review and approval proce
66. ss starts again 28 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Center or Application Packet DCH The most current year s Application Packet screen displays 3 Select Revise next to the Contracting Entity Application packet item The Contracting Entity Application for the designated program year is displayed 4 Modify any desired information 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Contracting Entity Application screen you just modified _OR Select Finish to return to the Application Packet screen 4 TIP The Revise option only appears when the previously submitted Application Packet has been approved by the state Site Application s for CACFP Centers Contracting Entities must complete a Site Application for each of their sites The Site Application screen provides access to the annual application for the Child and Adult Care Food Program for both new and renewing sites New applications must be completed annually however if an application 1s contained within the system from the previous year the State has identified select application data that rolls over from the previous year and pre fills a new year s application To access the Contracting Entity s site list 1 On the blue menu bar select Applications 2 From the Applications menu select Application Pa
67. ssssssssesssssssssssssssssssseeeseeees 55 Figure 39 Claim Rates for CACFP Centers screen sssssssssssssssssssssssesssssssssssssessssssssssssssssssssssssees 57 Preure 40 Payment Summary Last SC A E E E T a ka 57 Pretre 41 Payment Summary E A aN 58 Preure42 Change Password SERGO hanna Ni 60 4 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Document Revision History Version Status Change Description Updated By V1 0 FINAL 08 25 2011 Final User Guide for Phase 2 Richard Roeckner Implementation Meredith Noel FINAL 11 11 2011 Changes to home page links Meredith Noel 5 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Introduction Welcome to the Texas Unified Nutrition Programs System TX UNPS user manual for the Child and Adult Care Food Program module TX UNPS is a web based software solution that provides administrators state users and Contracting Entities with efficient and immediate access to applications claims and related nutrition program functions Web Site Benefits and Features TX UNPS is a user friendly web application that allows authorized state agency personnel and Contracting Entities to submit and approve application claims and advance requests via the Internet Key system features include A software system that manages information regarding Contracting Entities applications claims and reports A single integrated database which serves all child nutrition programs The ability t
68. sue Earned Distribution Number Date Date Amount Adjustments Amount 11042101 04 21 2011 26 316 00 0 00 26 516 00 Figure 40 Payment Summary List screen To view a Payment Summary 57 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL From the Claims menu select Payment Summary The Payment Summary List screen displays Select the payment record you wish to view The payment summary information displays for all payments included in the payment batch Select the lt Back button to return to the previous screen Schedule Schedule Federal Number Process Date Year Fund Authority 1060032 06 20 2011 2010 2011 USDA Federal Funds Account Description Month Transaction Description Amount CACFP Meals Oct 2010 Original Claim 1 414 40 Oct 2010 Distribution for Claim 1690 1 414 40 CACFP Cash In Lieu Oct 2010 Original Claim 105 30 Oct 2010 Distribution for Claim 1690 105 50 Payment Schedule Summary Oct 2010 CACFP Meals 1 414 40 Oct 2010 CACFP Cash In Lieu 105 30 Total Payments 1 519 70 Back Figure 41 Payment Summary screen 58 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Security System authenticated users i e users that are logged on may change their password through the Change Password feature Security menu The Security menu option within the Child and Adult Care Food Program module is the access point to the Change Password and User Manager functions To access the Security menu 1 Select Se
69. t information to the appropriate State agency for payment Claims Menu Contracting Entities use the Claims Menu to access CACFP claim functions view current claim rates or view payment summaries From the menu select a claims item to access that claim function Item Description Claim Entry Centers Center Claim Entry Breakfast Lunch Supper Supplements Claim Entry DCH DCH Claim Entry Breakfast Lunch Supper Supplements Claim Rates Centers Adult and Child Care Center Claim Rates View current claim rates Claim Rates DCH Day Care Home Provider Claim Rates View current claim rates Payment Summary Payment Summary Figure 31 Claims Menu 49 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Claim Dates The table below lists and describes the various dates used throughout the Claims functions of the system Date Created This date is set to the current system date when the claim is initially created This date is set to the current system date when the claim is initially created and Date Modified e te each time the claim is saved This date is typically set to the date the claim was first submitted to the State The Date Received date can be changed by an authorized State user via the Internal Use Only section of the claim form until the claim has been processed for payment The value of this field 1s used to validate the 60 day claim rules This date is set to the current system date each time the claim is submitt
70. t the desired Claim Month The Claim Month Details screen displays W If the Contracting Entity is performing CE level claiming select Modify The Claim for Reimbursement screen displays If the Contracting Entity is performing site level claiming the Claim Site List screen displays If you wish to delete a claim for only one of the sites under Actions select Modify to the left of the Site Name you wish to view If you wish to delete the entire claim skip this step The Claim for Reimbursement screen displays Select Delete in the Edit menu in the upper right corner The system transfers you to the bottom of the screen and a warning message is displayed Select the Delete button at the bottom of the page A confirmation message displays aa E EA Select Finish application and cannot be restored Use caution before deleting a claim i WARNING Once the claim has been deleted it is permanently removed from the Claim Rates The system provides a screen to view claim for reimbursement rates by year The rates displayed apply for the rate year defined at the top of the page Meals are reimbursed based on the designated rate established by the USDA Annually the reimbursement rates are entered by authorized TDA staff through the Claim Rate Maintenance screens in the Maintenance and Configuration module To access Claim Rates 1 From the Claims menu select Claim Rates Centers or Claim Rates DCH The applicable Cl
71. tion s The CACFP Application Packet Site List displays 4 Select View next to the site whose application you would like to view The site s Site Application is displayed To modify a Site Application 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet Center If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE 3 Under Site Applications select Site Application s The CACFP Application Packet Site List displays 4 Select Modify next to the site whose application you would like to view The Site Application is displayed 5 Modify any desired information 6 Select Save A confirmation screen displays 7 Select lt Edit to return to the Site Application screen OR Select Finish to return to the CACFP Site List screen 8 Repeat Steps 4 through 7 for each site that will participate in the program 31 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL To delete a Site Application pd On the blue menu bar select Applications 2 From the Applications menu select Application Packet Center If you have not selected a Contracting Entity the Contracting Entity Search screen displays The most current year s Application Packet screen displays for the selected CE UY Under Site Applications select Site Application s The CAC
72. tracting Entities Note The sections below apply to both Center and DCH Application Packets The forms displayed in the following screenshots may apply to one or both application packet types To access the Application Packet 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet Center or Application Packet DCH If necessary search for and select a Contracting Entity The Application Packet screen displays 3 Select the packet item you want to access Latest Action Form Hame View Revise Contracting Entity Application Board of Directors View Revise View Revise Contracting Entity Budget Detail Details k Checklist 12 Details Application Packet Notes Approved Pending Return for Site Application s 1 O 0 Next Base Year Renewal 2013 2014 lt Back Snow Packet History Version Status Original Approved Original Approved Original Approved Denied Withdrawn Total Closed Error Applications 0 Q 0 i Figure 16 Application Packet Center screen 25 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Action View Modify Admin Add View Modify Admin Details Details Provider Application s Form Name m DCH Contracting Entity Application m DCH Board of Directors DCH Budget Detail m Checklist Summary 12 Application Packet Notes Approved Pending Return for Correction oO 0 o Next Base Year Ren
73. ty form FND 101 This form is available through the TX UNPS Project Website link New users will receive logon information via email within 5 business days e TX UNPS Project Website Figure 1 TX UNPS Home Page About the TX UNPS Home Page The TX UNPS Home Page consists of three major sections e Bulletin Board 8 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL e Logon e Links The bulletin board is managed by TDA and provides general information It is important to remember that the bulletin board on the home page 1s viewable by the public The log on section is where authorized users enter their User ID and password The links section provides access to websites and additional information e Selecting the Need Help link will transfer the user to a webpage that contains the TX UNPS User Manuals and other program resources ex Administrator s Reference Manual and Handbooks The user can also send a support request or request a User ID and password e Selecting the Interested in Applying link will transfer the user to a webpage that provides additional information on the nutrition programs offered and allow the user to submit a request for an application e Selecting the TX UNPS Project Website link will transfer the user to the project s website 9 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Logging On To log on 4 Access TX UNPS by typing the URL into the address line of your web browse
74. ubmitting any claims There are two types of Application Packets a Center Packet and a Day Care Home Packet The overall application process 1s the same for both types though some forms differ in content Generally the Application Packet contains the Contracting Entity application site provider application s Board of Directors Budget Detail and any required Checklist items After selecting Application Packet from the Applications menu each required packet item and its status displays A red arrow displays beside packet items that are not complete while a green arrow displays for packet items that have been completed without error 24 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL Contracting Entities that wish to receive advance payments must also submit an Advance Request to the State An advance request must be submitted and approved for each program year For more details see Advance Request Note Contracting Entities may not submit claims until their Application Packet has been approved for the respective program year Note Once an Application Packet has been approved the Application Packet must be re submitted for approval if any of the following items have been revised e Contracting Entity Application e Center Application e Board of Directors e Budget Detail An Application Packet does not need to be re submitted for DCH Provider Application modifications or revisions Application Packet Center and DCH Con
75. view claim rates and review historical payment summartes About the Claims Process A Contracting Entity submits a reimbursement claim to the State for every month in which one or more sites participate in the Child and Adult Care Food Program Contracting Entities may enter Contracting Entity and site information into the monthly claim form beginning at the first of every month Contracting Entities have sixty days from the last day of the claim month year to submit an original claim At the time claims are submitted the submitted claim is reviewed by the system to ensure that it confirms to established business rules governing reimbursement claim eligibility and approval Note Claims cannot be created for a month if there is no approved Application Packet in effect for that period If you cannot access claims for a specific month be sure your Application Packet has been approved If your Application Packet has been approved and you still cannot enter a claim for a specific month contact the TX UNPS Help Desk to validate the effective date of the Contracting Entity application and Site application The following table identifies the steps related to submitting and processing a claim Performed by Complete the Claim for Reimbursement form s for the selected claim Contracting Entity month Submit error free claim to the State for processing Review and approve claim Select claim for inclusion in the payment process Send paymen
76. w enrollment or renewal enrollment applications are initially created with a status of Pending Validation Once the Application has been saved the systems validates the business rules and the application s status is set by the system to either Error if any errors exist or Not Submitted no errors but the Application Packet has not been submitted Only complete Application Packets that have no errors can be submitted to the State To submit a completed Application Packet the Contracting Entity would select the Submit for Approval button This simulates sending a completed Application Packet in the mail Application items are placed in a view only mode for the Contracting Entity An Application Packet can be submitted to the State 1 e the Submit for Approval button is enabled only 1f the following conditions have been met For Center Contracting Entities e The Contracting Entity Application must contain no errors e Atleast one Site Application must exist and contain no errors e A Board of Directors Members List must exist and contain no errors o had not enrolled in the Child and Adult Care Food Program in the previous year 1 e new application e A Budget must exist and contain no errors 61 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL e All items in the Checklist must be submitted submitted checkbox checked and date submitted is entered e The Contracting Entity 1s not closed Once the Contracti
77. with the CE ID the search is CD Code performed using both the CE ID and this parameter If in combination with any other parameter all parameters are used to perform the search County exact match If in combination with the CE ID the search is performed using both the CE ID and this parameter Packet Status If in combination with any other parameter all Field Service Rep parameters are used to perform the search Packet Assigned To TDA Region Program Status Program Contracting Entity exact match Required defaults to Active Status cid If in combination with any other parameter all parameters are used to perform the search 20 CHILD AND ADULT CARE FOOD PROGRAM USER MANUAL If the Search all available Programs checkbox is checked the results display changes in appearance The system will ignore all search criteria except for the CE ID and Contracting Entity Status If the Contracting Name is entered and no CE ID is entered the system will ignore all search criteria except for Contracting Entity Name If no parameters are entered the system will retrieve all Contracting Entities in all programs CACFP Contracting Entity Search Search for Contracting Entities CE ID Packet Status Contracting Entity Name Field Service Rep TIN Packet Assigned To County TDA Region CD Code Program Status Contracting Entity Status Active Program Both Search all available Programs

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