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Child Nutrition Program Electronic Application and Reimbursement

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1. Agreement Number Packet Status e Sponsor Name Field Service Rep x FEIN Packet Assigned To x County Region Program Status E Sponsor Status Active v E Search all available Programs GE Figure 10 Sponsor Search screen Note Users will only see Sponsors associated with their user account 14 SUMMER FOOD SERVICE PROGRAM USER MANUAL Site Search You can also search for and select a Site through the Site Search function on the Search menu A TIP Sites only display if they are associated with a Sponsor to which you f 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 Site Type or Address in the respective text box es 4 Select Search 5 Select the desired Site SFSP Site Search Search for Sites Site ID Site Name Site Type zl Street Address City State Zip Code Site Status Active Figure 11 Site Search Page Type of Parameter Search Features Search ei si If in combination with the Site Name the Site ID Site ID includes takes precedence Ifin combination with any other param
2. 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet The most current year s Application Packet screen displays 3 Select Add next to the Sponsor Application packet item The Sponsor Application for the designated program year is displayed 4 Enter required information 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Sponsor Application screen OR 21 SUMMER FOOD SERVICE PROGRAM USER MANUAL Select Finish to return to the Application Packet screen Ai TIP The Add option only appears for new Sponsors If a Sponsor had an a 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 Sponsor application 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet The most current year s Application Packet screen displays 3 Select Modify next to the Sponsor Application packet item The Sponsor 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 Sponsor Application screen OR Select Finish to return to the Application Packet screen A TIP
3. or Terminated by the State see Application Packet section 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 58 SUMMER FOOD SERVICE PROGRAM USER MANUAL Pending Validation The application has a status of Pending Validation when the application has not yet been opened or saved Error The application has a status of Error if it has failed system validation rules Data entered is maintained 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 Submitted The application has a status of Submitted when the Sponsor has submitted the Application Packet to the State for review i e the Sponsor 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 Sponsor users Approved The application has a status of Approved when the State has approved the application Oe the State selected Approved in the Internal Use Only section of the form Denied The application has a status of Denied when the State has denied the application i e the State selected Denied in the Internal Use Only section of the form If the application is Denied
4. the application has been deleted it is permanently removed and cannot be restored 1 WARNING Only a site application that has not been approved can be deleted Once 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 Sponsor revises any item within the Application Packet the Application Packet must be re submitted and the state review and approval process starts again me On the blue menu bar select Applications 2 From the Applications menu select Application Packet The current year s Application Packet screen displays 3 Under Site Applications select Summer Food Service Program The Application Packet SFSP Site List screen displays 4 Select Revise next to the site whose application you would like to delete The site s 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 SFSP Site List screen TIP The Revise option only appears when the previously submitted Application Packet has been approved by the state N Management Plan Sponsors must submit a Management Plan as part of the Application Packet The system will not allow an Application Packet to be
5. 3 Select Add next to the advance month for which you would like an advance The Advance Request screen displays 4 Select the type of advance you are requesting 39 SUMMER FOOD SERVICE PROGRAM USER MANUAL DN A Select Save A confirmation screen displays Select lt Edit to return to the Advance Request screen OR Select Finish to return to the Advance Requests list screen Note At least one site must have at least ten 10 operating dates in the advance month to request an advance Note A Sponsor may request up to three 3 Operating Advances and up to two 2 Administrative advances for a designated program year To view or modify an Advance Request we ep ON a E 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 view or modify The Advance Request screen displays Update information if desired Select Save A confirmation screen displays 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 Rh O E ER 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 Selec
6. Maximum Rate Rural and All Self Per Meal Preparations Sites Vended Urban Sites Maximum Rate Maximum Rate Breakfast 1 9800 Per Meal Per Meal Lunch Supper 3 4700 Breakfast 0 1800 0 1425 Supplements 0 8200 Lunch Supper 0 3300 0 2725 Supplements 0 0900 0 0700 Figure 34 Claim Rates for SFSP 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 52 SUMMER FOOD SERVICE PROGRAM USER MANUAL Payment Summary The Payment Summary screen provides a list of all payment batch schedules processed for the Sponsor for the selected school 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 Use the lt Back button to return to the Claims menu Schedule Processed Warrant Issue Earned Distribution Number Date Date Amount Adjustments Amount 11042101 04 21 2011 26 316 00 0 00 26 316 00 Figure 35 Payment Summary List screen To view a Payment Summary 1 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 include
7. The Modify option only appears when the Application Packet has not f 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 Sponsor application 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet The most current year s Application Packet screen displays 3 Select Modify next to the Sponsor Application packet item The Sponsor Application for the designated program year is displayed 4 Select DELETE on the Edit menu in the top right corner 5 The system transfers you to the bottom of the screen and a warning message is displayed 6 Select the Delete button at the bottom of the page A confirmation message displays 22 SUMMER FOOD SERVICE PROGRAM USER MANUAL WARNING A Sponsor application can only be deleted if the Sponsor 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 Sponsor application Note Only state approved applications can be revised Once a Sponsor revises any item within the Application Packet the Application Packet must be re submitted and the state review and approval process starts again 1 On the blue menu bar select Applications 2 From the Applications menu select App
8. Upload Details screen displays 2 Use the Browse button to select the file to upload If desired enter a brief comment 38 SUMMER FOOD SERVICE PROGRAM USER MANUAL field is not required 3 Select Save Upload Detail 1 File To Upload NAAA Browse J 2 Comment Figure 24 Checklist File Upload Detail screen Advance Requests Sponsors use the Advance Requests menu option to submit a request for operational or administrative payment advances and to view the status of their submitted requests This screen is Sponsor specific To access Advance Requests 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 Advance Advance Advance Outstanding Date Action Month Type Amount Balance Status Processed Oct 2013 n a Nov 2013 n a Dec 2013 n a View Modify Jan 2014 Operating Pending Approval Jan 2014 Administrative Pending Approval Add Feb 2014 n a Add Mar 2014 n a Add Apr 2014 n a A g May 2014 Operating Not Requested View Modify Se P R May 2014 Administrative Pending Approval Add Jun 2014 n a Add Jul 2014 n a Add Aug 2014 n a Add Sep 2014 n a Totals 0 00 0 00 Figure 25 Advance Request list screen To add 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
9. 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 Warning Description 001 The Application Packet is not considered complete until the prior year s Food Safety Inspection Report has been submitted Figure 8 Example of a Warning Error Note State administrators maintain the business rule error messages If you think an error message is incorrect or unclear please contact the PEARS Help Desk 12 SUMMER FOOD SERVICE PROGRAM USER MANUAL Selecting a Program Year Information for Sponsors and sites is displayed based on the selected program year Upon logging on to the system the active program year is 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 year Note A Sponsor will be unable to select a new year if they have not been granted the security right Contact the PEARS Help Desk and request 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 Mp TIP The ability to view an
10. 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 Summer Food Service Program pennsylvania DEPARTMENT OF EDUCATION Applications Claims Security Search EE Programs Year Help Log Out VIEW MODIFY DELETE Figure 3 Screen Options example The following table describes each of the possible screen options Item Description Presents the screen information in view only mode In this mode the user VIEW 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 Deletes the current record displayed on the screen The user will be presented DELETE with a confirmation screen to validate that they intend to delete the record 7 SUMMER FOOD SERVICE PROGRAM USER MANUAL PEARS Programs Page Once you successfully log on the PEARS Programs page is 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 Sponsors will not have access to these modules Only select authorized State users will have access to these modules E TIP The Accounting Maintenance and Configuration and Security tiles are al
11. modify an existing claim or Summary to view the calculated payment summary related to the claim Claim Month October 2013 Adj Date Date Date Earned Claim Items Number Received Accepted Processed Amount View Summary 0 11 15 2013 01 14 2014 01 14 2014 2 557 00 View Modify Summary 1 02 20 2014 02 20 2014 0 00 Total Earned 2 557 00 Figure 30 Claim Month Details screen Example of Non Processed Claims Status Processed Accepted Note Claims can be 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 46 SUMMER FOOD SERVICE PROGRAM USER MANUAL Claim Site List All SFSP Sponsors perform site level claiming The Sponsor will first select Add Original Claim from the Claim Months Detail screen The Claim Site List screen will display Adj Date Date Date Earned Number Received Accepted Amount Claim Items Status Total Earned 0 00 Add Original Claim Figure 31 Claim Site List screen The Sponsor would use the Claim Site List screen to select the site whose claim to add view or modify Note Only active sites with an approved application packet for the school year will have the ability to enter a claim via the Claim for Reimbursement screen Month Year Ad
12. must be submitted Processed Claim has been fully processed by PDE and has been sent to the States Accounting Office for disbursement of funds 60 SUMMER FOOD SERVICE PROGRAM USER MANUAL
13. to ensure it conforms to data entry guidelines and system rules 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 Al Value is required Please re enter Advance Date Mar 2014 E I certify that the information on this form is true and correct I also certify that I am operating the number of sites for which my administrative budget was approved and that my projected administrative costs do not differ significantly from my approved budget Furthermore I also certify that prior to requesting this second advance I have required all administrative and site personnel to complete training on all relevant SFSP responsibilities and procedures and that I have records to d
14. upward adjusted claims cannot be submitted if the received date is more than 15 days from the last day of the claim month year In order to create a claim in a given month an approved Application Packet must be in effect for the period Please contact PDE if you are interested in site level claiming l WARNING Only Sponsors authorized by the State can submit site level claims To access Claim Entry 1 On the blue menu bar select Claims The Claims menu screen displays 2 From the Claims menu select the Claim SFSP The Claim Year Summary screen displays If a Sponsor has already been selected the Claim Summary screen displays If no Sponsor has been selected use the Sponsor Search to search for and select a Sponsor 3 Select the Claim Month you would like to submit a claim The Claim Month Details screen displays Note The current school year is the default year if no other school year has been selected For help selecting a new school year see Selecting a School Year 44 SUMMER FOOD SERVICE PROGRAM USER MANUAL Claim Year Summary The Claim Year Summary summarizes information regarding the claim for each claim month in the designated year e Adj Number identifies the number of revisions associated with the claim Each revision must be re processed by the state e Claim Status identifies the current status of the claim e Date Received identifies the date the system initially received the claim submis
15. 5 Cofinty FAYETTE Vendor No 0000144149 FEIN 251158498 Information Box Information Box Selected Site Breadcrumb Trail Selected Sponsor Figure 2 PEARS Content Overview Item Description Program Name 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 PDE for assistance The navigation or breadcrumb trail identifies your location within the web Breadcrumb Trail site Selecting a specific portion of the trail will take you back to that particular screen 6 SUMMER FOOD SERVICE PROGRAM USER MANUAL Item Description The selected school year displays on the right beneath the menu bar Upon School Year logging in the system defaults to the most current active school year The information box displays general information regarding the Sponsor Information Box Site The logout button displays in the menu bar It is recommended to select Logout Logout to properly exit the system Note For security reasons the system will automatically log you out after twenty 20 minutes of inactivity Screen Options Data entry screens in the system offer the user some or all of the
16. COLYAR CONSULTING GROUP INC Child Nutrition Program Electronic Application and Reimbursement System PEARS Summer Food Service Program User Manual Pennsylvania Department of Education For Sponsor Users SUMMER FOOD SERVICE PROGRAM USER MANUAL TABLE OF CONTENTS INTRODUCTION RE N N N E EEE 1 WEB SITE BENEFITS AND FEATURES AER 1 USER MANUAL ee eet 1 GETTING STA REED oo ss sesse se ees bee es oe an ee ee se Se ee bes ese ee bede kes ee ee bee ee oe ee de ge Ee soe 3 ACCESSING THE WEBSITE i s iese VERS SR Dee ON 3 ABOUT THE PEARS HOME PAGE esse see es ss ee esse ee see a se ee On nO ee se ee ese es se ee ees ee be dee ee es sede ee ee see e sre 4 LOGGING ON ci eee o PEARS CONTENT OVERVIEW EEN needed DER Ge lb eb ee E de 6 PEARS PROGRAMS PAGE nir e E EEN ED EG GEVEG sen Ee KEES ERG E DER Ge ER ee 8 SUMMER FOOD SERVICE PROGRAM HOME DAC 9 ode dy dee KIE HERE ER ER EE EE ER EE EE EE Ed 11 rotes 11 Business Rule Edits ENEE added 12 SELECTING A Ne e 13 SPONSOR SEARCH cotorra Eg ny Ge RARR Dee EG EER Se ER EE eg Re eN GR ee eke is 14 SITESEARCH RE RE EE EO EE KO A RAGA RI OE OE EE N 15 APPLICA Mu le EE EE EE 17 ABOUT THE SCHOOL YEAR ENROLLMENT PROCESs iese ee ese esse ee ee ee ee ee ee ee ee ee ee se ee ee de ee ee ee ee ee se ee ee ee ee ge ee 17 SUBMITTING AN APPLICATION PACKET E 18 VYE Te GOUS ER AR EE EER NE ER OE ER EE 19 APPLICATION e ou EE AE EE ds 19 Sponsor de Die ii AR EE EE EE EO RR ERS 20 Site Applic
17. Finish to return to the Application Packet screen TIP When creating a revision the system maintains the previously approved Management Plan that can be accessed via the Sponsor Management Plan History screen Food Production Facility The Food Production Facility section of the Application Packet contains information about each food production facility that the Sponsor will use to provide meals to its sites To access the Food Production Facility List On the blue menu bar select Applications The Applications menu screen displays On the menu select Application Packet The Application Packet screen displays Select Details next to Food Production Facility List The Food Production Facilities list screen displays Food Production Facilities 101 26 030 3 Status Active ALBERT GALLATIN AREA SCHOOL DISTRICT DBA ALBERT GALLATIN AREA SD 123 Main Street Anytown PA 12345 County CAMBRIA Vendor No 0000144135 FEIN 251158253 Facility Name Status Approved Date Facility Name Approved 02 20 2014 Figure 19 Food Production Facilities list screen 29 SUMMER FOOD SERVICE PROGRAM USER MANUAL To add a Food Production Facility 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Food Production Facility List The Food Production Facilities list screen displays 4 Selec
18. RIA Vendor No 0000144135 FEIN 251158253 Required Document Date Document Forms Documents Submitted Submitted on File Status Last to send to PDE to PDE to PDE w PDE Status Date Updated By Agreement oO Y 02 20 2014 Approved 02 20 2014 Developer Policy Statement Y 02 18 2014 Approved 02 20 2014 Developer Pre Award Civil Rights Wetzel oO a 02 18 2014 Approved 02 20 2014 Developer Action Checklist Item Comment Attachment Date Time Figure 23 Checklist screen partial screen To update a Checklist 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Checklist Summary The Checklist Summary screen displays 4 Select the Sponsor or Site 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 PDE 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 PDE 6 Select Save The Checklist Summary screen displays 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
19. act PDE To view a claim 1 From the Claims menu select the Claim SFSP The Claim Year Summary screen displays Select the desired Claim Month The Claim Month Details screen displays If the Sponsor is performing Sponsor level claiming select View The Claim for Reimbursement screen displays If the Sponsor is performing site level claiming the Claim Site List screen displays 50 SUMMER FOOD SERVICE PROGRAM USER MANUAL Under Actions select View to the left of the Site Name you wish to view The Claim for Reimbursement screen displays 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 SFSP The Claim Year Summary screen displays H Select the desired Claim Month The Claim Month Details screen displays LA If the Sponsor is performing site level claiming the Claim Site List screen displays Under Actions select Summary to the left of the Site Name you wish to view The Claim for Reimbursement Summary screen displays To delete a claim If the Sponsor has entered a claim in error and the claim has not been included in the batch payment process i e the status of the claim is NOT Accepted or Processed the claim can be deleted 1 From the Claim
20. aim information for all enrolled programs 1 Select Save If there are no errors the data is saved and the user is returned to Claim Site List screen 2 Repeat Steps 3 6 for each desired site 3 Once all site claims are completed select the Continue button on the Claim Site List screen The Claim Month Details screen is displayed Review the data for accuracy ist Meal 2nd Meal Previous Actions Site Site Name Amount Amount Amount Errors Status View Modify 000006001 ALBERT GALLATIN AREA SHS 0 00 0 00 0 00 Approved Total 0 00 0 00 0 00 Net 0 00 E 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 48 SUMMER FOOD SERVICE PROGRAM USER MANUAL 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 received date is more than 60 days since the last day of claim month year 1 WARNING An original claim cannot be submitted by a Sponsor if the For exceptions to this rule contact PDE the Sponsor must submit a combined claim representing the current month 1 WARNING If the Sponsor has lt 10 days in their final month of operation previous month To
21. anding of the system 2 SUMMER FOOD SERVICE PROGRAM USER MANUAL Getting Started Before you can begin using PEARS you must be assigned a user ID and password by the PEARS 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 PEARS web site Accessing the Web Site You can access PEARS from any computer connected to the Internet by opening your Internet browser and entering the PEARS URL in the browser s address line The PEARS URL for the production environment is http www pears ed state pa us snp Splash aspx the web site on your desktop for quicker access to the site Refer to your browser or E TIP You can add this URL to your browser s FAVORITES list or create a shortcut to operating system help files for further information CN PEARS A y Pennsylvania DEPARTMENT OF EDUCATION lt gt GS gt If you are currently operating a Nutrition Program and User ID would like to request access to PEARS or have questions about PEARS please contact us toll free at 888 877 Password 1306 The CN PEARS system is moving to Microsoft NET platform in several phases The CACFP Application module was the first module to migrate to this platform in PEARS To learn more about the upgrade please visit Log On www education state pa us cacfp J Just a reminder to CACFP sponsors Pleas
22. ations Summer Food Service Program 23 Management d Cei n AO EE ORE OE EE IE 26 Food Production Pacht EE EE EE EE EK 29 ii SUMMER FOOD SERVICE PROGRAM USER MANUAL Site Field Trip vices AA stuck ER EE ER 32 Budget BE IR EE RE EE EE ER EE EEs 34 CTE CKIIS be EES EE EER EE ER AE EE EE EE 37 Advance RR RE EE EE EE EE e 39 IER Bier 41 D V AK i sec AE NN 42 ABOUT THE CLAIMS PROCESS conidios bil iia 42 CLAMS MENU Sos 42 CLAIMDATES unta 43 CAMS ui 44 Clim Year SUMMALY reta 45 Claim Month Detarls ia n as 46 Claim Site EE EE EE EE N N 47 BERE EE an 52 Payment SUMMA ee Ee EE EE N ND Ee 53 SECURE DEE EE E ER EE EE EE ORR 54 SECURITY MENU iii OE ER OR OR EE ia 54 APPLICATION PACKET PROCESS 0 cscssscssssssssscscssssssssscssccsssenecsesssscsessncsscsssssneesesessenere 56 SUBMITTING AN SFSP APPLICATION PACKET eeuse sees sees sees se ee se ee se ee se ese ee ee nono ke cone eed Gee Gee Ge ee ee ee ee ee ee 56 SFSP APPLICATION PACKET CHECKLIST ITEMS ees sees sees sees se esse ee se ese ee ee ke ee ke ee ee ee ee ee ee ee ee se ee se ee ee ee ee ee 57 APPLICATION PACKET STATUSES EE 57 APPLICATION STATUSES 18 ssi baie ie 58 CLAIM STATUSE S EE EE RE OE EE OE EE OE EO EE 60 iii SUMMER FOOD SERVICE PROGRAM USER MANUAL TABLE OF FIGURES Figure ls PEARS Home Palencia condicio 3 Figure 2 PEARS Content Overview ccc ere sects ee Re Gee eth de oleae sete sa Ek Ee bee picados da tube se ee Ge Ged iene se 6 Figure 3 Screen Optio
23. atus 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 15 30 days edit etc Applicable only when the Sponsor is participating in Sponsor level claiming Validated This site claim has a status of Validated when the site claim has been entered validated and contains no errors Applicable only when the Sponsor 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 15 30 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 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
24. aved Date Received This date is typically set to the date the claim was first submitted to the State The 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 is used to validate the 60 day claim rules Date Accepted This date is set to the current system date each time the claim is submitted for payment and contains no errors If errors are detected during the submit process the date is not set These claims are identified with a status of Accepted Accepted claims can be modified until they are included in a payment batch Date Processed This is 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 i 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 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 43 SUMMER FOOD SERVICE PROGRAM USER MANUAL Claims The SFSP claim function is used to enter modify and view claims The system provides the ability to submit claims at the Sponsor or site level Original and
25. ays Version Action Site ID Site Name Status riginal View Revise W DER Gach AREA SHS ens Add Site Application Total Sites Enrolled 1 Figure 17 Application Packet SFSP Site List screen To add a new site only available to Sponsors On the blue menu bar select Applications From the Applications menu select Application Packet The most current year s Application Packet screen displays Under Site Applications select Summer Food Service Program The Application Packet SFSP Site List screen displays At the bottom of the site list select Add Site Application The SFSP Available Site s screen displays Note The sites displayed on this screen are sites that are designated as SFSP sites on the Site Profile screen but who do not have a site application If the 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 contact PDE for assistance To view a Site Application 1 2 On the blue menu bar select Applications From the Applications menu select Application Packet The current year s Application Packet screen displays Under Site Applications select Summer Food Service Program The Application Packet SFSP Site List screen displays Select View next to the site whose application you would like to view The site s Site 24 SUMMER FOOD SERVICE PROGRAM USER MANUAL Application is displayed T
26. ce Program SFSP Sponsors must submit an Application Packet to the State for review and approval At the beginning of each program year Sponsor data is rolled over and must be verified by Sponsors prior to submitting any claims The Application Packet contains the Sponsor application site application s and other forms required as a part of the packet After selecting Application Packet from the Applications menu each required packet item and its status displays If any packet item requires attention such as an error within a form or a checklist item needs to be completed a red arrow displays next to the Application Packet item If the Application Packet item has been completed correctly and contains no errors a green check displays next to the Application Packet item For more details see Reviewing an Application Note Sponsors may not submit claims until their Application Packet has been approved for the respective program year Note Once an Application Packet has been approved if a Sponsor revises an item within the Application Packet excluding the Site Field Trip the Application Packet must be re submitted for approval Modifications to the Site Field Trip screen do not initiate the Application Packet approval process 19 SUMMER FOOD SERVICE PROGRAM USER MANUAL To access the Application Packet 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packe
27. d in the payment batch Select the lt Back button to return to the previous screen Schedule Schedule Federal Warrant Paid Number Process Date Year Number Date 11042101 04 21 2011 2010 2011 Account Description Month Transaction Description Amount SFSP Meals Jan 2011 Original Claim 23 766 00 Jan 2011 Distribution for Claim 100231 23 766 00 SFSP Admin Jan 2011 Original Claim 2 550 00 Jan 2011 Distribution for Claim 100231 2 550 00 Payment Schedule Summary Jan 2011 SFSP Meals 23 766 00 Jan 2011 SFSP Admin 2 550 00 Total Payments 26 316 00 Figure 36 Payment Summary screen 53 SUMMER FOOD SERVICE 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 Summer Food Service Program module is the access point to the Change Password and User Manager functions To access the Security menu 1 Select Security 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 1 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 AD E O Select lt Edit to return to the Change Password screen you
28. d or modify a school year is controlled by the A State s system administrator It is important to note that a school year may be set as view only to the Sponsors and modify to authorized State users Year Select Select Year 2013 2014 lt Selected 2012 2013 2011 2012 Figure 9 Year Select screen 13 SUMMER FOOD SERVICE PROGRAM USER MANUAL Sponsor Search Note This is not common for SFSP Sponsor users If you are associated with more than one Sponsor you must search for and select a Sponsor using the Sponsor Search function before beginning any task When the Sponsor Search screen displays you can search for the Sponsor using all or part of the Sponsor s ID Name or any other combination of parameters provided on this screen To search for a Sponsor 1 On the menu bar select Search Then select Sponsor Search If the Sponsor Search screen is already displayed begin at Step 2 The Sponsor Search screen displays 2 Enter search parameters see table for additional information on using the search parameters 3 Select Search 4 Select the Sponsor you wish to access AA TIP The Sponsors List displays based upon the search criteria entered If no f selections were made the list displays all available Sponsors with the designated status default is Active To display all Sponsors leave all search parameters blank and select Search Search for Sponsors
29. e access to applications claims and related nutrition program functions Web Site Benefits and Features PEARS is a user friendly web application that allows authorized users to submit and approve application claims and miscellaneous forms via the Internet as their security rights permit Key system features include A software system that manages information regarding Sponsors applications claims and reports A single integrated database which serves all child nutrition programs The ability to 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 SFSP programs 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 1 SUMMER FOOD SERVICE PROGRAM USER MANUAL Step by step instructions for utilizing the web site features Tips and notes to enhance your underst
30. e remember only approved applications may submit a claim et L e New Sponsor Application Package PDE Home D C Ve we Copyright 2013 Colyar Consulting Group Figure 1 PEARS Home Page 3 SUMMER FOOD SERVICE PROGRAM USER MANUAL About the PEARS Home Page The PEARS Home Page consists of three major sections e Bulletin Board e Log on e Links The bulletin board is managed by PDE and provides general information It is important to remember that the bulletin board on the home page is viewable by the public The log on section is where authorized users enter their User ID and password If the sponsor user has forgotten their password please contact PEARS Helpdesk to reset their password The links section provides access to websites and additional information e Selecting the SNP Program Resources link will transfer the user to a webpage that provides additional information on the National School Lunch Program e Selecting the CACFP Program Resources link will transfer the user to a webpage that provides additional information on the Child and Adult Care Food Program e Selecting the SFSP Program Resources link will transfer the user to a webpage that provides additional information on the Summer Food Service Program 4 SUMMER FOOD SERVICE PROGRAM USER MANUAL Logging On To log on 1 Access PEARS by typing the URL into the address line of your web browser 2 Enter your assigned User ID 3 Enter
31. en 36 Figure 32 Checklist Summary screen 37 Figure 33 Checklist screen partial sereen ooooonocnnccnoccnonnconoconoconoconocn nono nonononnnrnn cnn conc Ge See Se Re cone RA RA Re be ee 38 Figure 34 Checklist File Upload Detail screen 39 Figure 37 Advance Request list screen 39 Figure 39 Download Forms screen partial screen 41 iv SUMMER FOOD SERVICE PROGRAM USER MANUAL Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Figure 47 Figure 48 Figure 49 Figure 53 Claims EE iria 43 Claim Year Summary AGE EE ORE EE EE EE OE OE sae 45 Claim Month Details screen Example of Processed Claims iese se se ss ee ee Ge ee ee ee 46 Claim Month Details screen Example of Non Processed Claims esse see see see se ee ee ee 46 Claim Site List SEE ER EK sandeost sted 47 Claim Site Dist TE EE RE e 47 Claim Month Details screen Add Original Cam 48 Claim Rates for SFSP AE EE OE EE EE see 52 Payment Summary Last SCreem 250 ce GEE Ie AE KERE RS tonces EES 53 Payment Summary SCreen ER EO EE EE OE EE se 53 Change Password SCreen ER AE Te abo IEPES ETRS 55 v SUMMER FOOD SERVICE PROGRAM USER MANUAL Introduction Welcome to the Child Nutrition Program Electronic Application and Reimbursement System PEARS user manual for the Summer Food Service Program module PEARS is a web based software solution that provides administrators state users and Sponsors with efficient and immediat
32. eter all parameters are used to perform the search Site N includes If in combination with the Site ID the Site ID takes rename A precedence this parameter is ignored 15 SUMMER FOOD SERVICE PROGRAM USER MANUAL Type of Parameter Search Features Search If in combination with any other parameter all parameters are used to perform the search Site T ds If in combination with the Site ID the Site ID takes ite Type exact precedence this parameter is ignored If in combination with any other parameter all parameters are used to perform the search Street Address includes If in combination with the Site ID the search is City performed using both the Site ID and this parameter If in combination with any other parameter all State parameters are used to perform the search Zip Code 16 SUMMER FOOD SERVICE PROGRAM USER MANUAL Applications Now that you know how to access and log on to PEARS the remainder of the manual will explore the functions of the Summer Food Service Program module Let s first look at the Applications component of PEARS where users manage yearly enrollment of Sponsors and sites and submit review Advance Requests About the School Year Enrollment Process In order to participate in the Summer Food Service Program Sponsors must submit an Application Packet to the State for review and approval Before beginning the Application Packet Sponsors must select t
33. f the page A confirmation message displays Li TIP A field trip cannot be deleted once it is approved If the field trip will not occur see the To cancel a Site Field Trip section WARNING Once the field trip has been deleted it is permanently removed and cannot be restored Use caution before deleting a field trip Budget Detail The Budget Detail screen must be completed by Sponsors that o had not enrolled in the Summer Food Service Program in the previous year i e new application OR o is identified as a Type of Agency of Private Non Profit Sponsor i e on their Sponsor Profile In these instances the system will not allow an Application Packet to be submitted without completion of the Budget Detail screen with no errors 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 i e a new version must be created 34 SUMMER FOOD SERVICE PROGRAM USER MANUAL To access the Budget Detail On the blue menu bar select Applications The Applications menu screen displays On the menu select Application Packet The Application Packet screen displays Select View next to Budget Detail The most current Budget Detail screen displays Note If there a
34. 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 5 29 2009 7 22 14 AM Developer The application packet was changed requiring it to be submitted Figure 13 Packet History sub section of the Application Packet screen 18 SUMMER FOOD SERVICE PROGRAM USER MANUAL Applications Menu The Applications menu is the starting point for all tasks related to the annual Summer Food Service 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 Sponsors have significantly fewer Applications menu items Item Description Application Packet SFSP Applications Forms Sponsor and Site Advance Requests Request Sponsors SFSP Advance s for the current year Download Forms Forms Available for Downloading Figure 14 SFSP Applications Menu screen Sponsor view Application Packet In order to participate in the Summer Food Servi
35. he Add action on the Application Packet screen The user is then transferred to a blank SFSP Sponsor 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 Packet Assigned To unassigned Latest Action Form Name Version Status Add Sponsor Application Not Started Figure 12 Enrolling in a New Program Year 17 SUMMER FOOD SERVICE PROGRAM USER MANUAL Submitting an Application Packet The Sponsor can submit the 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 Sponsor Application with no errors e Atleast one completed SFSP Site Application with no errors e A completed Management Plan with no errors e A completed Budget Detail with no errors if the Sponsor o had not enrolled in the Summer Food Service Program in the previous year i e new application OR o is identified as a Type of Agency of Private Non Profit Sponsor i e on their Sponsor Profile e Allitems in the Checklist are identified as submitted to PDE A TIP Site Field Trip data can be entered ONLY for approved sites hence they A are usually not part of the initial Application Packet submission by the Sponsor Once the Application Packet has been submitted to the State
36. ht corner The system transfers you to the bottom of the screen and a warning message is displayed 6 Select the Delete button at the bottom of the page A confirmation message displays WARNING Once the facility has been deleted it is permanently removed and cannot be restored Use caution before deleting a contract 31 SUMMER FOOD SERVICE PROGRAM USER MANUAL Site Field Trip The Site Field Trip section of the Application Packet contains information about any field trips that an approved site will conduct for the specified year Note Only approved sites can be associated with a Site Field Trip Therefore an initial review of an Application Packet will not include Site Field Trip forms because the State has not yet approved any sites To access the Site Field Trip List 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Site Field Trip List The Field Trip Site List screen displays Site Field Trip Name Date Status Sample County High School American History Field Trip 7 3 2014 Submitted lt Back Create New Field Trip Figure 20 Site Field Trip list screen La TIP A field trip can be added ONLY for approved SFSP sites i e an approved f SFSP site application for the designated year To add a Site Field Trip 1 On the blue menu bar select Application
37. in an upward adjustment may be submitted if the date of submission is within 30 days of the last day of the original claim month Revised claims must be re processed by the State regardless of their original status From the Claims menu select Claim SFSP The Claim Year Summary screen displays Select the desired Claim Month The Claim Month Details screen displays If the Sponsor 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 If there are no errors the data is saved and the user is returned to Claim Site List screen Repeat Steps 3 5 for each desired site Once all site claims are completed select the Continue button on the Claim Site List screen The Claim Month Details screen is displayed Review the data for accuracy 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 the received date is more than 60 days since the last day of claim 1 WARNING An upward adjusted claim cannot be submitted by a Sponsor if month year For exceptions to this rule cont
38. it can no longer be modified by the Sponsor 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 Sponsor field explaining the reason the application was denied 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 When setting the application status to Returned for Correction the State should enter a comment in the Comments to Sponsor field explaining the reason the application was returned Withdrawn The application has 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 59 SUMMER FOOD SERVICE PROGRAM USER MANUAL 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 Sponsor or site is not authorized on the Application Packet to operate for the selected month or the Application Packet status is not Approved Incomplete The claim has a st
39. just modified OR Select Finish to return to the Security menu 54 SUMMER FOOD SERVICE 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 37 Change Password screen Note Security configuration settings require a password eight 8 to twelve 12 characters in length Please note that the password must be at least eight 8 characters in length The password must contain at least one number one letter and one special character e g Passwords are case sensitive 55 SUMMER FOOD SERVICE PROGRAM USER MANUAL Application Packet Process This section of the manual provides information on how the State can review and approve SFSP Application Packets through PEARS Note For security purposes users can only view Sponsors to whom they are associated Submitting an SFSP Application Packet All new 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
40. justment Date Date Date Reason Claimed Number Received Accepted Processed Code Oct 2013 1 02 20 2014 02 20 2014 Other No Fiscal Action Internal Use Only 1st Meal 2nd Meal Previous Actions Site Site Name Amount Amount Amount Errors Status View Modify 5000001883 Site 1 2 505 00 52 00 2 557 00 Approved Total 2 505 00 52 00 2 557 00 Net 0 00 Figure 32 Claim Site List screen 47 SUMMER FOOD SERVICE PROGRAM USER MANUAL To add an original claim Claims can be entered for each eligible month in the school 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 Sponsor and Site applications 1 From the Claims menu select Claim SFSP The Claim Year Summary screen displays 2 Select the desired Claim Month The Claim Month Details screen displays 3 Select Add Original Claim button For site level claiming the Claim Site List screen displays Amount Claim Items Status Total Earned 0 00 Add Original Claim Figure 33 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 Under Actions select Add to the left of the Site Name you wish to add an original claim The Claim for Reimbursement screen displays 5 For each site claim enter cl
41. lication Packet The most current year s Application Packet screen displays 3 Select Revise next to the Sponsor Application packet item The Sponsor Application for the designated school year is displayed 4 Modify any desired information 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Sponsor Application screen you just modified OR Select Finish to return to the Application Packet screen E TIP The Revise option only appears when the previously submitted A Application Packet has been approved by the state Site Applications Summer Food Service Program Sponsors must complete a Site Application for each of their sites The Site Application screen provides access to the Site s annual application for the Summer Food Service Program for both new and renewing sites Sites must complete a new 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 access the Sponsor s site list 1 On the blue menu bar select Applications 23 SUMMER FOOD SERVICE PROGRAM USER MANUAL From the Applications menu select Application Packet The most current year s Application Packet screen displays 3 Under Site Applications select Summer Food Service Program The Application Packet SFSP Site List screen displ
42. 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 2 From the Claims menu select Claim SFSP The Claim Year Summary screen displays Select the desired Claim Month The Claim Month Details screen displays Select Modify The Claim Site List screen displays Under Actions select Modify to the left of the Site you wish to view The Site Claim Report screen displays Note The Summary link is not active until a claim has been submitted with no errors Update claim information Select Save If there are no errors the data is saved and the user is returned to Claim Site List screen Repeat Steps 4 6 for each desired site claim you would like to modify Once all site claims are completed select the Continue button on the Claim Site List screen The Claim Month Details screen is displayed Review the data for accuracy To submit the modified 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 If the system identifies errors the errors must be corrected before the user can submit the claim for payment 49 SUMMER FOOD SERVICE PROGRAM USER MANUAL To revise a processed claim Claim revision resulting in a downward adjustment may be submitted at any time Claim revisions resulting
43. n was denied or what needs to be corrected in order to re submit the Application Packet SFSP Application Packet Checklist Items Sponsor Application 1 The following checklist items are required for ALL New and Renewal SFSP Sponsor applications e Purchased Meals Contract Only Vended The following checklist items are required for ALL New SFSP Sponsor applications e Policy Statement e Permanent Agreement e Pre Award Civil Rights Certification Site Application 1 The following checklist item is required for ALL New and Renewal SFSP Site applications e Rosters Eligibility Documentation Application Packet Statuses Statuses are used to manage the workflow of the Application Packet Each packet can have only one status at a time 57 SUMMER FOOD SERVICE PROGRAM USER MANUAL 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 Submitted The packet has a status of Submitted when the Sponsor uses the Submit for Approval button on the Application Packet screen to submit the error free packet to the State for review Ifthe packet status is Submitted the entire packet becomes read only to the Sponsor Al applications that are Submitted must ultimately be Approved Denied or Returned f
44. ns example sesno se Se Ge Ge GRA GR Gee ee ge ee ee ee Se Se Ge Re RA RA S EEO Ge ee ee ee 7 Figure 4 PEARS Programs Page sisie Ese Reese de eke Ee ese ese od obs eb eg gee Ede dee EEN dd SEENEN 8 Figure 6 Examples of an Input Error Partial Screen 11 Figure 7 Example of a Business Rule Error Partial Screen 00 eee sees sees se esse es se ee Ge Se See Ge Re Ge Ge ee ee ee 12 Figure 8 Example of a Warning Error 12 Figure 9 Year Select steen cis ahi EE EE EER de AA AA ash ARAM ak ban Re 13 Figure 10 Sponsor Search screen cescecseecesseesseosaessecseceravensvcoeesoevenevensvonsessenssenssessecsseeseesseseneesens ease 14 Figure 13 Site Search Page ss Eise ee ntl este ees wind ede Ee ENG Aveo EES ne 15 Figure 14 Enrolling in a New Program Year 17 Figure 15 Packet History sub section of the Application Packet screen 18 Figure 16 SFSP Applications Menu screen Sponsor view 19 Figure 23 Application Packet screen 20 Figure 24 Application Packet screen Message ee se se ee ed Ge Ge Gee Ge ee ee ee Ge Se ee Ge Re RA SR Re ee 20 Figure 25 Application Packet SFSP Site List screen 24 Figure 28 Sponsor Management Plan History screen 28 Figure 29 Food Production Facilities list screen se se se ee Ge Ge ee Ge ee ee ee Ge Se Se ee Re Ge RA Re ee 29 Figure 30 Site Field Trip list screen iese ese ee se ee Se Se GR RA GR Gee ee Ge ee ee nano ee Se E Ge Re Ge RA Rd ee 32 Figure 31 Sponsor Budget History scre
45. o denote the status of the documents To access a Checklist 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Checklist Summary The Checklist Summary screen displays SFSP Checklist Summary 101 26 030 3 Status Active ALBERT GALLATIN AREA SCHOOL DISTRICT DBA ALBERT GALLATIN AREA SD 123 Main Street Anytown PA 12345 County CAMBRIA Vendor No 0000144135 FEIN 251158253 Sponsor Total Items Submitted Items Approved Items ALBERT GALLATIN AREA SCHOOL DISTRICT 3 3 3 Summer Food Service Program Sites Total Items Submitted Items Approved Items ALBERT GALLATIN AREA SHS 0 0 0 Figure 22 Checklist Summary screen To view a Checklist 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Checklist Summary The Checklist Summary screen displays 4 Select the Sponsor or Site whose checklist you wish to view The Checklist screen displays Note Only Sponsors and sites who have completed their applications and who have additional required documents will have a checklist 37 SUMMER FOOD SERVICE PROGRAM USER MANUAL SFSP Checklist 101 26 030 3 Status Active ALBERT GALLATIN AREA SCHOOL DISTRICT DBA ALBERT GALLATIN AREA SD 123 Main Street Anytown PA 12345 County CAMB
46. o modify a Site Application 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet The current year s Application Packet screen displays 3 Under Site Applications select Summer Food Service Program The Application Packet SFSP Site List screen displays 4 Select Modify next to the site whose application you would like to view The site s 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 SFSP Site List screen 8 Repeat Steps 4 through 7 for each site that will participate in the program To delete a Site Application 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet The current year s Application Packet screen displays 3 Under Site Applications select Summer Food Service Program The Application Packet SFSP Site List screen displays 4 Select Modify next to the site whose application you would like to delete The site s 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 is displayed 7 Select the Delete button at the bottom of the page A confirmation message displays 25 SUMMER FOOD SERVICE PROGRAM USER MANUAL
47. ocument that this training was completed I understand that deliberate misrepresentation or withholding of information may result in prosecution under applicable state and federal statutes Cancel Figure 6 Examples of an Input Error Partial Screen 11 SUMMER FOOD SERVICE PROGRAM USER MANUAL 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 PEARS will 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 Error Description 8200 Facility Information Food Preparation Type is required 8205 Facility Information Facility Name is required Food Production Facility Information 1 Food Preparation Type gt 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
48. or Correction or Withdrawn Approved 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 Denied 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 is 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 is 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 This status unlocks the packet for the Sponsor and sets the status back to Not Submitted An Approved packet cannot be Returned for Corrections Withdrawn The packet has a status of Withdrawn when the Sponsor or State selects the Withdraw button on the Application Packet screen 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
49. r select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Site Field Trip List The Field Trip Site List screen displays 4 Select the field trip you want to cancel The Site Field Trip screen displays 5 Check the box in question 6 Cancel Request 6 Select Save A confirmation screen displays 7 Select lt Edit to return to the Site Field Trip screen OR Select Finish to return to the Field Trip Site List screen TIP Only approved field trips can be cancelled If the field trip is not f approved but it will no longer occur use the Delete feature 33 SUMMER FOOD SERVICE PROGRAM USER MANUAL decides to re instate the field trip a new field trip must be added l WARNING A cancelled field trip cannot be un cancelled If the Sponsor To delete a Site Field Trip 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Site Field Trip List The Field Trip Site List screen displays 4 Select the field trip you want to delete The Site Field Trip screen displays 5 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 6 Select the Delete button at the bottom o
50. re 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 On the blue menu bar select Applications The Applications menu screen displays On the menu select Application Packet The Application Packet screen displays Select Add next to Budget Detail A blank Budget Detail screen displays Complete the form Select Save A confirmation screen displays 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 2 On the blue menu bar select Applications From the Applications menu select Application Packet The most current year s Application Packet screen displays To view the most current Budget Detail select View next to Budget Detail The Budget Detail screen displays OR To view a prior Budget Detail select the revision link under the Latest Version column The Sponsor Budget History for the designated school year is displayed Version Status Approved Date Revision 1 Pending Validation Original Approved 04 21 2011 35 SUMMER FOOD SERVICE PROGRAM USER MANUAL Figure 21 Sponsor Budget History screen 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 On the menu select Application Packet The Applica
51. s Claims Welcome to the Pennsylvania Electronic Application and Reimbursement System Figure 5 Summer Food Service Program Home Page 9 SUMMER FOOD SERVICE PROGRAM USER MANUAL Summer Food Service Program menu options From the Summer Food Service Program home page you can select a menu item from the blue menu bar at the top of the page The Summer Food Service Program menu bar contains menu items specific to the Summer Food Service 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 Item Menu Features Applications Access to overall application related items including Sponsor Manager State users only Application Packet inc Sponsor and Site Provider applications as well as supporting submissions Advance Requests Advance Requests Manager Download Forms Access to SFSP claim entry screens Claims Claim Rates Sponsor specific payment history Access to an individual user s security related items including Security Change Password authenticated user changing their password Search Access to SFSP Sponsor Search Access to SFSP Site Search 10 SUMMER FOOD SERVICE PROGRAM USER MANUAL Error Processing All information entered and saved on the system is verified
52. s The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Site Field Trip List The Field Trip Site List screen displays 4 Select the Create New Field Trip button A blank Site Field Trip screen for the specified year is displayed 5 Select the Sponsor s Site that will conduct the field trip 6 Select the Continue button The Site Field Trip screen is re displayed with the selected site at the top of the page and field trip fields required for completion 7 Complete the form 32 SUMMER FOOD SERVICE PROGRAM USER MANUAL 8 Select Save A confirmation screen displays 9 Select lt Edit to return to the Site Field Trip screen OR Select Finish to return to the Field Trip Site List screen To modify a Site Field Trip 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Site Field Trip List The Field Trip Site List screen displays 4 Select the field trip you want to modify The Site Field Trip screen displays 5 Modify any desired information 6 Select Save A confirmation screen displays 7 Select lt Edit to return to the Site Field Trip screen OR Select Finish to return to the Field Trip Site List screen To cancel a Site Field Trip 1 On the blue menu ba
53. s menu select Claim SFSP The Claim Year Summary screen displays 2 Select the desired Claim Month The Claim Month Details screen displays LA Select Modify Select Modify to the left of the Site Name you wish to view The Claim for Reimbursement screen displays gt 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 Se zt En Zi Select Finish y WARNING Once the claim has been deleted it is permanently removed from the application and cannot be restored Use caution before deleting a claim 51 SUMMER FOOD SERVICE PROGRAM USER MANUAL 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 PDE 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 The Claim Rates screen displays 2 Use the lt Back button to return to the Claims menu Claim Rates for SFSP Rate Year January 1 2013 to December 31 2013 Federal Reimbursement Rates Operating Rates Administrative Rates
54. s over from the previous year and pre fills a new year s application To view a Sponsor application Original 1 On the blue menu bar select Applications 20 SUMMER FOOD SERVICE PROGRAM USER MANUAL 2 From the Applications menu select Application Packet The current year s Application Packet screen displays 3 Select View next to the Sponsor Application packet item The Sponsor Application for the designated school year is displayed Note If there are multiple versions of an Sponsor application within the system i e revisions exist the system defaults to the version with the most current Application Effective Date designated on the Sponsor Application s Internal Use Only section To view a Sponsor application Revision 1 On the blue menu bar select Applications 2 From the Applications menu select Application Packet The most current year s Application Packet screen displays 3 Select the revision link under the Latest Version column The Sponsor Application History for the designated school year is displayed 4 Select the application version you would like to view Mp TIP The View option appears in two situations 1 If the user only has view K 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 Sponsor application New Sponsor
55. select the revision link under the Latest Version column The Sponsor Management Plan History for the designated program year is displayed 27 SUMMER FOOD SERVICE PROGRAM USER MANUAL Version Status Approved Date Revision 1 Pending Validation Original Approved 04 21 2011 Figure 18 Sponsor Management Plan History screen 4 Select the Management Plan version you would like to view To modify a Management Plan 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Modify next to Management Plan The Management Plan screen displays with the most current un submitted Management Plan data 4 Modify any desired information 5 Select Save A confirmation screen displays 6 Select lt Edit to return to the Management Plan screen OR Select Finish to return to the Application Packet screen 28 SUMMER FOOD SERVICE PROGRAM USER MANUAL To revise a Management Plan On the blue menu bar select Applications The Applications menu screen displays On the menu select Application Packet The Application Packet screen displays Select Revise next to Management Plan The Management Plan screen displays with the most current Management Plan data Modify any desired information Select Save A confirmation screen displays Select lt Edit to return to the Management Plan screen OR Select
56. sion Note the State has the authority to modify this date e Date Processed identifies the date the claim was included in the payment batch process e Earned Amount identifies the current value of the claim Note Only months that are identified as valid operational months for the Sponsor are enabled to submit claims Claim Adj Claim Date Date Earned Month Number Status Received Processed Amount Oct 2013 0 Processed 11 15 2013 01 14 2014 2 557 00 Nov 2013 0 00 Dec 2013 0 00 Jan 2014 0 00 Feb 2014 0 00 Mar 2014 0 00 Apr 2014 0 00 May 2014 0 00 Jun 2014 0 00 Jul 2014 0 00 Aug 2014 0 00 Sep 2014 0 00 Year to Date Totals 2 557 00 Figure 28 Claim Year Summary screen 45 SUMMER FOOD SERVICE 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 October 2013 Adj Date Date Date Earned Claim Items Number Received Accepted Processed Amount View Summary 0 11 15 2013 01 14 2014 01 14 2014 2 557 00 Total Earned 2 557 00 Figure 29 Claim Month Details screen Example of Processed Claims Status Processed If the claim has not been processed the options are View to view the completed claim form Modify to enter a new claim or
57. submitted without completion of the Management Plan screen with no errors Once a Management Plan is approved a revision i e a new version must be created To access the Management Plan 26 SUMMER FOOD SERVICE PROGRAM USER MANUAL On the blue menu bar select Applications The Applications menu screen displays On the menu select Application Packet The Application Packet screen displays Select View next to Management Plan The most current Management Plan screen displays Note If there are multiple versions of a Management Plan within the system i e revisions exist the system defaults to the most current version To add a Management Plan On the blue menu bar select Applications The Applications menu screen displays On the menu select Application Packet The Application Packet screen displays Select Add next to Management Plan A blank Management Plan screen displays Complete the form Select Save A confirmation screen displays Select lt Edit to return to the Management Plan screen OR Select Finish to return to the Application Packet screen To view a Management Plan 1 2 On the blue menu bar select Applications From the Applications menu select Application Packet The most current year s Application Packet screen displays To view the most current Management Plan select View next to Management Plan The Management Plan screen displays OR To view a prior Management Plan
58. 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 PEARS Help Desk to validate the effective date of the Sponsor application and Site application At the time claims are submitted they are checked by the system to ensure they conform to established business rules governing reimbursement claim eligibility and approval The following table identifies the steps related to submitting and processing a claim Performed by Task Complete the Claim for Reimbursement form s for the selected claim Sponsor month Submit error free claim to the State for processing Claims Menu Sponsors use the Claims menu to access SFSP claim functions view current claim rates or view payment summaries 42 SUMMER FOOD SERVICE PROGRAM USER MANUAL Item Description Claim SFSP Summer Food Service Program Claims Claim Rates View current claim rates Payment Summary Summary of payments made to this Sponsor Figure 27 Claims Menu screen Claim Dates Various dates are used in the PEARS claims function The following table identifies and describes the dates used Date Description Date Created This date is set to the current system date when the claim is initially created Date Modified This date is set to the current system date when the claim is initially created and each time the claim is s
59. t If necessary search for and select a Sponsor The Application Packet screen displays 3 Select the packet item you want to access Packet Assigned To unassigned Latest Action Form Name Version Status View Revise w Sponsor Application Rev 1 Approved View Revise w Budget Detail Rev 1 Approved Details Management Plan Original Approved Details wW Food Production Facility List 1 Details pb Site Field Trip List 2 Details w Checklist Summary 3 Details Application Packet Notes Site Applications Approved Pending Return for Denied Withdrawn Error Total Correction Closed Applications Summer Food Service 1 0 0 D 0 0 1 Program Figure 15 Application Packet screen If the Application Packet is under review by the State it becomes read only to the Sponsor The Application Packet screen is displayed with the following message to help make the Sponsor 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 16 Application Packet screen Message Sponsor Application The Sponsor Application screen provides access to the Sponsor s annual application for the Summer Food Service Program The Sponsor is required to complete a new Sponsor application annually however if an application is contained within the system from the previous year the State has identified select application data that roll
60. t 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 Select Finish WARNING Only Advance Requests that have not been submitted can be deleted Selecting the DELETE button permanently deletes the Advance Request from the system It will not be recoverable once deleted 40 SUMMER FOOD SERVICE PROGRAM USER MANUAL 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 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 on your desktop will initiate
61. t the Add Facility button A blank Food Production Facility screen for the specified year is displayed 5 Complete the form 6 Select Save A confirmation screen displays 7 Select lt Edit to return to the Food Production Facility screen OR Select Finish to return to the Food Production Facilities list screen To modify a Food Production Facility 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Food Production Facility List The Food Production Facilities list screen displays 4 Select the facility you want to modify The Food Production Facility screen displays 5 Modify any desired information 6 Select Save A confirmation screen displays 7 Select lt Edit to return to the Food Production Facility screen OR Select Finish to return to the Food Production Facilities list screen To delete a Food Production Facility 1 On the blue menu bar select Applications The Applications menu screen displays 2 On the menu select Application Packet The Application Packet screen displays 3 Select Details next to Food Production Facility List The Food Production Facilities list 30 SUMMER FOOD SERVICE PROGRAM USER MANUAL screen displays 4 Select the facility you want to delete The Food Production Facility screen displays 5 Select DELETE on the Edit menu in the top rig
62. the Sponsor 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 Sponsor An Application Packet can be submitted to the State i e the Submit for Approval button is enabled only if the following conditions have been met e The Sponsor Application must contain no errors e At least one Site Application must exist and contain no errors e A Management Plan must exist and contain no errors e A Budget must exist and contain no errors if the Sponsors that o had not enrolled in the Summer Food Service Program in the previous year Oe new application OR 56 SUMMER FOOD SERVICE PROGRAM USER MANUAL o is identified as a Type of Agency of Private Non Profit Sponsor i e on their Sponsor Profile e All items in the Checklist must be submitted submitted checkbox checked and date submitted is entered e The Sponsor is not closed Once the Sponsor 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 Sponsor for correction If the Application Packet is denied or returned to the Sponsor for correction the State will provide comments within the respective Application Packet item as to why the applicatio
63. 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 View Grouped y PDE358 2012 Closing Report Cover Letter 05 16 2013 N PDE335 Commodities Agreement 05 16 2013 N PDE218 SNP Commodity Price List for 2012 05 16 2013 N PDE357 Summer Feeding Closing Report 05 16 2013 N PDE220 Food Distribution Contacts amp ECOS Quick Notes 05 16 2013 N Figure 26 Download Forms screen partial screen A TIP The New Sponsor column indicates whether the form is required for A submission by Sponsors new to the Summer Food Service Program 41 SUMMER FOOD SERVICE PROGRAM USER MANUAL Claims The PEARS Claims component allows Sponsors to submit monthly online reimbursement claim requests to the State review claim rates and review historical payment summaries About the Claims Process A Sponsor submits a reimbursement claim to the State for every month in which one or more sites participate in the Summer Food Service Program Sponsors may enter Sponsor and site information into the monthly claim form beginning at the first of every month Sponsors have sixty days from the last day of the claim month year to submit an original claim 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
64. tion 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 displays 2 On the menu select Application Packet The 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 Mp TIP When creating a revision the system maintains the previously approved A budget that can be accessed via the Sponsor Budget History screen 36 SUMMER FOOD SERVICE PROGRAM USER MANUAL Checklist A checklist is automatically generated based upon answers to specific questions from the Sponsor and site applications The checklist identifies supplemental documents that need to be submitted to the state The Checklist feature allows Sponsors to keep track of documents and their dates of submission State users use this feature to identify when documents have been received and t
65. ways Programs Figure 4 PEARS 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 Access to the Maintenance and Configuration module home Maintenance and Configuration page Summer Food Service Program Access to the Summer Food Service Program home page Security Access to the Security Module home page 8 SUMMER FOOD SERVICE PROGRAM USER MANUAL Summer Food Service Program Home Page The Summer Food Service Program SFSP home page contains the message board used by state administrators to post and maintain Summer Food Service Program related messages Messages may contain important news regarding the submission due dates upcoming training legislative changes or any other SFSP specific information To access the Summer Food Service Program home page 1 Logon to the PEARS web site 2 On the Programs screen select Summer Food Service Program Note If a user only has access to the Summer Food Service Program module the Programs screen is not be displayed 3 The Summer Food Service Program home page displays Summer Food Service Program ennsylvania N DEPARTMENT OF EDUCATION Security Search ZE Programs Year Help Log Out Application
66. your Password 4 Select Log On Note If you do not have a User ID and Password contact PDE j TIP The Password is case sensitive so be sure to use upper and f 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 PEARS Programs page Note Security configuration settings require 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 5 SUMMER FOOD SERVICE PROGRAM USER MANUAL PEARS Content Overview Once you are logged in and have selected a Sponsor the top portion of the PEARS application contains key elements that provide basic information about your location within the system and the selected Sponsor Program Name Menu Items Log Out Security Search Applications Claims Selected School Year SFSP Site Application For School Year 2013 2014 101 2f 800 3 Status Active 000002182 Status Active PENNSYLVANIA SCHOOL DISTRICT SFSP SITE 1 DBAJ PENNSYLVANIA SD 7589 South Blvd 12234 West Main Street Any Town PA 78956 Anytown PA 1234

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