Free and Reduced. User Guide

Transcription

1 Free and Reduced User Guide

2 The information in this document is subject to change without notice and does not represent a commitment on the part of Horizon. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. The purchaser may make one copy of the software for backup purposes. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, without the express written consent and permission of Horizon Software International, LLC, Duluth, GA Horizon Software International All Rights Reserved. Horizon Software International, LLC 2915 Premiere Parkway Suite 300 Duluth, GA Technical Support Number: (800) Fax Number: (770)

3 TABLE OF CONTENTS KidServe Free and Reduced User Guide INTRODUCTION TO FREE & REDUCED Overview Public Release Provisions Free and Reduced Communications APPLICATION ENTRY (410021) Application Entry Definitions and Tasks Application Entry Query Screen (410021) Application Entry Details Screen (410011) App/Student Tab Images Tab History Tab Comments Tab Address Reconciliation Tab Being Verified Tab Add an Application Edit an Application Delete an Application Application Processing Process Manual Applications FREE AND REDUCED FILE SETUP (410012) Overview Income Eligibility Guidelines (410014) Eligibility Charts Screen Definitions (410014) Set Up Eligibility Pricing Eligibility Report Translations (410016) Eligibility Report Translations Screen Definitions (410016) Add an Eligibility Edit an Eligibility Delete an Eligibility System Options (410017) System Option Details Screen Descriptions (410018) General Tab Application Entry Tab Approval Tab Rollover Tab Field Options Tab Additional Programs Tab Signing Official Tab Student Cases (410019) Student Cases Query Screen Definitions (410019) Student Cases Details Screen Definitions (410020) Add a Student Case Edit a Student Case Delete a Student Case Assign Free and Reduced Eligibilities (410027) Assign Free and Reduced Eligibility Screen Definitions (410027) Assign Free and Reduced Eligibility Screen Tasks (410028) Grades Setup (410056) i

4 Grades Setup Query Screen Definitions (410056) Grades Setup Details Screen Definitions (400715) Grade Group Tabs Add Grades Edit Grades Delete Grades Homeroom Setup (410059) Homeroom Setup Query Screen Definitions (410059) Homeroom Setup Details Screen Definitions (400717) Add a Homeroom Edit a Homeroom Delete a Homeroom HANDLE DUPLICATES (410037) Overview Handle Duplicates Screen Definitions (410037) Delete Duplicate Items VERIFICATION (410029) Overview Ez-Steps for Setting Up Verification (410045) Ez-Steps for Adding Applications (410043) Ez-Steps for Generating Follow Up Dates (410044) Ez-Steps for Completing Verification (410042) FRONT OF THE HOUSE TASKS (410046) Overview Imports/Exports (410049) Customer Import Template (410050) Customer Import Template Query Screen Definitions (410050) Customer Import Template Details Screen Definitions (400011) Add Customer Import Templates Edit Customer Import Templates Delete Customer Import Templates Import Customers (410052) Importing Customers Screen Definitions (410052) Import Customers Customer Export Template (410053) Customer Export Template Query Screen Definitions (410053) Customer Export Template Details Screen Definitions (400918) Set up a Customer Export Template Export Customers (410055) Export Customers Screen Definitions (410055) Export Customers Customer Transfer Definitions and Tasks (410058) Customer Transfer Screen Definitions (410058) Transfer Customers Customers Screen Definitions and Tasks Customers Query Screen Definitions (410047) Customers Details Screen Definitions (400008) Address Tab Mailing Address Tab Guardian Tab Status Tab Race Tab Add a Customer Attach a Photo Inactivate/Activate a Customer ii

5 Edit Customer Information FREE AND REDUCED REPORTS Application Audit Report (800133) Report Criteria for Application Audit Report Screen Definitions (800133) Application Audit Report Definitions Application Counts Summary Report (800188) Report Criteria for Application Counts Summary Report Screen Definitions (800188) Application Counts Summary Report Definitions Application Import Exception Report (800252) Report Criteria for Application Import Exception Report Screen Definitions (800252) Application Import Exception Report Definitions Categorical Verification Roster (800155) Report Criteria for Categorical Verification Roster Screen Definitions (800155) Categorical Verification Roster Report Definitions Change in Benefits Roster Report (800192) Report Criteria for Changes in Benefits Roster Report Screen Definitions (800192) Changes in Benefits Roster Report Definitions Changes to Verification Population (800157) Report Criteria for Changes to Verification Population Screen Definitions (800157) Changes to Verification Population Report Definitions Civil Rights Report (800201) Report Criteria for Civil Rights Report Screen Definitions (800201) Civil Rights Report Definitions Eligibility Audit Report (800132) Report Criteria for Eligibility Audit Report Screen Definitions (800132) Eligibility Audit Report Definitions Eligibility Summary Report (800131) - Standard Report Criteria for Eligibility Summary Report - Standard Screen Definitions (800131) Eligibility Summary Report - Standard Report Definitions Eligibility Summary Report (800131) - Student Case Breakdown Report Criteria for Eligibility Summary Report - Student Case Breakdown Screen Definitions (800131) Eligibility Summary Report - Student Case Breakdown Definitions Enrollment Summary Report (800134) Report Criteria for Enrollment Summary Report Screen Definitions (800134) Enrollment Summary Report Definitions Optional Fields Roster Report (800190) Report Criteria for Optional Fields Roster Report Screen Definitions (800190) Optional Fields Roster Report Definitions Pending Status Roster Report (800191) Report Criteria for Pending Status Roster Report Screen Definitions (800191) Pending Status Roster Report Definitions Reinstated Students (800156) Report Criteria for Reinstated Students Screen Definitions (800156) Reinstated Students Report Definitions Related Applications Report (800202) Report Criteria for Related Application Report Screen Definitions (800202) Related Applications Report Definitions Student Roster (800142) Student Roster Imported Student Roster Error Prone Roster Report Report Criteria for Student Roster Screen Definitions (800142) Student Roster Report Definitions User Productivity Report (800199) Report Criteria for User Productivity Report Screen Definitions (800199) User Productivity Report Definitions iii

6 Verification Roster (800154) Report Criteria for Verification Roster Screen Definitions (800154) Verification Roster Report Definitions Verification Summary (800153) Report Criteria for Verification Summary Screen Definitions (800153) Verification Summary Report Definitions Waived Confidentiality Report (800135) Report Criteria for Waived Confidentiality Report Screen Definitions (800135) Waived Confidentiality Report Definitions FREE AND REDUCED LETTERS Free and Reduced Letters Definitions and Tasks Enter/Edit Letters Query Screen Definitions (100404) Enter/Edit Letters Details Screen Definitions (100405) Add Letters Edit Letters Delete Letters Print All Notification Letters Print Labels Print Individual Notification Letters Notification Letter (800122) Report Criteria Report Description Notification of Temporary Eligibility Letter (800122) Report Criteria Letter Description Verification Letter (800122) Report Criteria Letter Description GLOSSARY iv

7 INTRODUCTION TO FREE & REDUCED Chapter 1 Overview A free and reduced program is a government-mandated program, which enables all students to eat a nutritiously balanced meal regardless of their family's income. Each year, the federal government puts out income eligibility guidelines identifying the amount of income families can earn in order to receive benefits. These guidelines can be based on yearly income, monthly income or weekly income. The school district is given the opportunity to decide which payment period is used. If a family falls below the income level for the appropriate payment period, the family can receive benefits of the program. If a family is approved for free status, then the child (or children) of the family does not have to pay for a breakfast or lunch meal. If a family is approved for reduced status, then the child (or children) of the family can buy their lunch at a reduced rate. If a family is not approved, the student must pay the full amount for meals. In order for families to be approved for free or reduced meal prices, an application approval process must occur. An application must be sent in the notification letter and must be available at the Central Office and School Office. An application includes student information (name, address, grade, birthday, etc.), guardian information, and family income. Other information such as race or gender may be asked for, but is not required for processing purposes. In areas where a significant amount of the population requires information in a language other than English, the school district must make a reasonable effort to accommodate the needs of these people. The Free and Reduced module offers a full suite of high technology solutions with an easy yet comprehensive system for such activities as entering, tracking, and processing applications along with verification and rollover. NOTE A message displays asking if you want to process applications if you have students whose free and reduced eligibilities are about to take effect or expire. The message will continue to display when you open Free and Reduced until all applications have been processed. Refer to the following topics for information on this feature. RELATED TOPICS Application Entry (410021) page 2-1 Free and Reduced File Setup (410012) page 3-1 Verification (410029) page 5-1 Handle Duplicates (410037) page 4-1 Free and Reduced Reports page 7-1 Free and Reduced Letters page 8-1 Introduction to Free & Reduced Overview 1-1

8 Public Release At the beginning of the year, the public must be notified of the eligibility criteria for free and reduced meals. The notice must be provided in a local news media, i.e. newspapers, news stations, employment offices and any employers contemplating large layoffs. A notification letter is also mailed to students attending participating schools informing them that school nutrition programs are available and that meals may be available at a free or reduced rate. An application form is included with the letter. Provisions Certain school districts consist of such a high percentage of students approved for free or reduced status that the government has passed three provisions in an effort to reduce the amount of paperwork handled at the local level. Provisional status is set in System Management >Site Maintenance (100031). Provision 1: Provision 1 applies to schools whereby at least eighty percent of the student base is eligible for free or reduced status. If a school qualifies for Provision 1, students eligible under free status need only apply every two years. Schools must continue to record daily meal counts of the number of meals served to children by type as the basis for calculating reimbursement claims. Provision 2: Under Provision 2, schools are allowed to serve reimbursable meals at no charge to all students for a four-year period. During the first year, the school makes eligibility determinations and records meal counts by type. During the next three years, the school makes no new eligibility determinations and counts only the total number of reimbursable meals served each day. Provision 3: Schools are allowed to serve reimbursable meals at no charge to all students for a four-year period. However, eligibility determinations are not made during this four-year period and schools are reimbursed based on the figures presented in the last year in which the school made eligibility determinations. 1-2 Introduction to Free & Reduced Public Release

9 Free and Reduced Communications In the setup of the software, the initial database is built by importing from the district Student Information System (SIS). The program updates any changes via an automated scheduler that provides daily handsfree updates of changes to SIS and the software at central office and to the site level. Also, the software is SIF compliant. Figure 1-1: Free and Reduced Communications Introduction to Free & Reduced Free and Reduced Communications 1-3

10 Notes...a 1-4 Introduction to Free & Reduced Free and Reduced Communications

11 APPLICATION ENTRY (410021) Chapter 2 Application Entry Definitions and Tasks The Application Entry screen is where you will spend the majority of your time in the Free and Reduced module. You can enter new applications as they are received, edit existing applications as necessary, and view any scanned images for a specific application. Importing into Free and Reduced is different than in Horizon Software s Central Office VBOSS Free and Reduced module. Students and members are now imported through the Point of Service (POS) (400012) module. Once the new student or member is imported, they may be added to an application. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Application Entry Query Screen (410021) page 2-1 Application Entry Details Screen (410011) page 2-2 Add an Application page 2-10 Edit an Application page 2-10 Delete an Application page 2-10 Process Manual Applications page 2-11 Application Entry Query Screen (410021) The Application Entry Query screen (410021) displays the last application submitted. Previous applications are available on the student s History Tab. Review the following screen components to become familiar with the related tasks. Application Entry Query Screen Definitions Site First Name Last Name Customer ID Application Number Home Phone Social Security Number Date of Birth Students Only Members Only Students and Members Include Child Sites in Search Choose a site as filter criteria. Enter the applicant s first name. Enter the applicant s last name. Enter the applicant s student ID. Enter the applicant s application number. Enter the applicant s home phone number. Enter the applicant s social security number. Choose the applicant s date of birth from the drop-down calendar. Choose to only include student applications in the results table. Choose to only include member applications in the results table. Choose to only include student and member applications in the results table. Mark to include child sites as part of the search criteria. Show Flagged Applications Only Mark to only display flagged applications in the results table. Application Entry (410021) Application Entry Definitions and Tasks 2-1

12 Application Entry Query Screen Definitions Show Applications in Verification Only Only Show People with Applications Show Applications that Need Processing Search Reset Mark to only display applications that have been selected for verification in the results. The results will include applications that are being verified, has been verified, or has been removed from the verification. This option can be used regardless of whether the verification is open or not. Mark to only display children that have applied for Free and Reduced benefits in the results. Mark to only display applications that need to be processed and either have received a reduction in benefits or have been denied due to verification or were in verification while the import was running. Click to display the search results based on the criteria selected. Click to clear the search criteria entered in the Search Criteria section and to refresh the list to display all items. Application Entry Details Screen (410011) The Application Entry details screen consists of several tabs used for entering and editing application information. Review the following screen components to become familiar with the related tasks. App/Student Tab page 2-2 Images Tab page 2-6 History Tab page 2-6 Comments Tab page 2-7 Address Reconciliation Tab page 2-8 Being Verified Tab page 2-9 RELATED TOPICS App/Student Tab The App/Student tab is the main screen used in Free and Reduced module to enter application information. Review the following screen components to become familiar with the related tasks. Application Entry Details Screen - App/Student Tab Definitions Household Members: Student Last Name First Name MI Customer ID School Eligibility Expiration Mark if this person is a student. Displays student/member last name. Displays student/member first name. Displays student/member middle initial. Displays customer ID. Displays student school assignment. Displays the current eligibility assigned to a student. Displays the date when the temporary eligibility expires. 2-2 Application Entry (410021) Application Entry Definitions and Tasks

13 Application Entry Details Screen - App/Student Tab Definitions Pending Eligibility Signer Displays an upcoming change in eligibility. Mark if student/member is signer of the application. Household Members Student and Member: Last 4 of SSN No SSN State ID Date of Birth Home Room Track Refused Benefits Is Active Gender Grade Age No Income Case Pending Eligibility Personal Income Wage Income Unemploy. Income Pension Income Other Income Case Number Income Frequency Wage Frequency Unemployment Frequency Pension Frequency Enter the last four digits of the student/member social security number. Mark for student without a social security number. If student is emancipated, the application is not declined because the student s SSN is not included on the application. Only displayed on student screen. Enter the student s assigned state ID number. Displays on student section only. Enter the student s date of birth. Displays on student section only. Enter the student home room assignment. Displays on student section only. Displays the student s track assignment entered on the Front of the House > Point of Service > Customers screen. Mark if the applicant has refused free and reduced benefits. Displays whether the student is active. Displays on student section only. Enter the student s gender. Displays on student section only. Displays the student grade. Displays on student section only. Enter the student age. Mark if the member has no income. Only displayed on member screen. Select the case. If it is a member, the available cases to choose from are SNAP, TANF, and FDPIR. Leave the member s case as is if he or she does not have SNAP, TANF, or FDPIR. Displays an upcoming change in eligibility. Enter income. Enter income derived from wages. Enter income derived from unemployment benefits. Enter income derived from a pension. Enter income derived from other sources not listed. Enter the case number for social program recipient. Select the income frequency. Select the wage frequency. Select the unemployment payment frequency. Select the pension payment frequency. Application Entry (410021) Application Entry Definitions and Tasks 2-3

14 Application Entry Details Screen - App/Student Tab Definitions Other Frequency Select the other income frequency. Household Members Buttons: Locate View POS Customer Letters Add Member to App Apply Pending Eligibility Apply Extension Change to Student/Member Remove Student/Member Collapse All Rows Expand All Rows All Students Members Click to search for a student or member. Click to view application Point of Service Customers screen. This can be used to view a patron account information such as the current balance on the POS screen. Click to print free and reduced letters for the selected application. Click to add a member who does not exist in the database to the current application. Click to manually apply pending eligibility change to current application. Click to extend the temporary expiration date. Click to change student to member on current application, or member to student on current application Button toggles, depending on whether a student or member is selected. NOTE: If your system includes Enterprise, Management, and Site levels, the Change to Student and Change to Member button is not available at the site. The change must be made by the Enterprise. Click to remove the selected student/member from current application. Button toggles, depending on whether a student or member is selected. Click to minimize student/member information. This is the default display setting. Click to maximize student/member information for viewing. Click to show students and members. Click to show students only. Click to show household members only. Household Information Section: Address Apt. City State ZIP Home Phone Work Phone Cell Phone Enter the address of current application. Enter the apartment unit number. Enter the city of current application. Enter the state of current application. Enter the zip code of current application. Enter the home phone number of current application. Enter the work phone number of current application. Displays the cellular/mobile phone number of current application. 2-4 Application Entry (410021) Application Entry Definitions and Tasks

15 Race Application Entry Details Screen - App/Student Tab Definitions Displays the race of current application (optional). Displays the address of current application. Application Information Section: Application Number Batch # Invalid Reason Household Income Frequency Listed Household Size Additional Household Members Total Household Size Total Household Size Optional Programs Undefined Last Changed Initial Process Last Processed Does Not Qualify Follow Up Needed Confidential Record Active Application Enter the application number. Displays batch number if the application was imported by Application Scanning. Select a reason for invalid data such as case number, income, signature, SSN, or other. Displays total household income. Displays the frequency of the household income. Displays the total number of students/members in household that are listed on the application. Enter any additional household members that are not listed on the application. Displays the total number of students/members in household. ListedHouseholdSize + AdditionalHouseholdMembers Displays the total number of students/member in household. Displays optional programs applicant maybe eligible to receive. Displays drop-down of eligibility of additional programs. The word undefined maybe setup in Free & Reduced File Setup > Additional Programs tab. Displays date of last change to current application. Displays the date the application was first processed. NOTE: If the application was first processed prior to version 6.0 of the software, the date that displays is the next time the application is processed. Displays the date the application was last processed. Mark the application to indicate the student does not qualify for benefits. When marked, the Eligibility field is changed to Denied-Do Not Qualify when the application is processed. Mark the application for follow up. Mark the application to be a confidential record. Mark the application as active. Application Entry (410021) Application Entry Definitions and Tasks 2-5

16 Images Tab The Images tab is where images can be attached to an application. These images are generally a scanned copy of the written application. Imported written applications are attached automatically. JPG, GIF, and BMP are the currently supported image formats. Review the following screen components to become familiar with the related tasks. Application Entry Details Screen - Images Tab Definitions Attached Documents Section: Date User Verified By File Path Displays the date a document was attached. Displays the user that attached the document. Displays the user that verified the document. Displays the file path of the attached document. New Attachments Section: File Path... Click to browse to file path. Preview Attach this document to this application Displays location of document attached to current application. Click to display the highlighted document for review. Click to attach the document to current application. Image Viewer Section: Zoom Properties Quick Zoom Hide Document Preview pane Open Document in External Window Remove Image Changes the file size of the image to increase or decrease in view. Click to display the file properties. Changes the file size with a preset format. Click to hide the document. Displays a preview image of a document. Click to open the selected document in a new window for preview. Click to remove the current image. History Tab The History tab displays any changes made to the selected application as well as previous applications. Review the following screen components to become familiar with the related tasks. Application Entry Details Screen - History Tab Definitions All History Status By Student School Change by Student Letter History Choose to show every change made to current application. Choose to show any changes made to student eligibilities for all students on current application. Choose to show any changes to the sites which students attend for all students on current application. Choose to display a list of letters marked as printed. 2-6 Application Entry (410021) Application Entry Definitions and Tasks

17 Application Entry Details Screen - History Tab Definitions Student Name Field Changed Old Value New Value Date User Name Letter Printed Date Displays the student s first and last name. Displays the name of the field that was changed. Displays the value prior to the change. Displays the value after the change. Displays the date the value changed. Displays the user that made the change. Displays the name of the letter that was printed. Displays the date the letter was printed. Comments Tab The Comments tab is used to enter notes on the application. You may enter as many comments as you want for the application. Each comment has a time stamp. It may be used to enter notes on why an application is being edited or special circumstances worth noting. Comments can be edited. Review the following screen components to become familiar with the related tasks. If the Comments tab is not displayed, you can enable the option on the Free and Reduced > File Setup > System Options > Application Entry tab. Application Entry Details Screen - Comments Tab Definitions Current Application All Applications Previous Applications Current Year All Years Previous Year Comments Sections: Application Number User Date and Time Comment Choose to filter for the current application. Choose to filter to show all applications. Choose to filter to show previous applications. Choose to filter to show current year comments only. Choose to filter to show all years comments. Choose to filter to show previous year only. Displays the application number of the comment. Displays the user that entered the comment. Displays the date and time of the comment. Displays the comment. Application Entry (410021) Application Entry Definitions and Tasks 2-7

18 Address Reconciliation Tab The Address Reconciliation tab is used to make updating application addresses easier. This can be used to set the student address as the household address or the household address as the student address. Review the following screen components to become familiar with the related tasks. Application Entry Details Screen - Address Reconciliation Tab Definitions Address Apt City State Zip Home Phone Work Phone Cell Phone Do not allow address to be changed by customer screen changes Set as Household Address Change Student Address Enter the new address. Displays address from Household Information section by default. Enter the new apartment number. Displays apartment from Household Information section by default. Enter the new city. Displays city from Household Information section by default. Enter the new state. Displays state from Household Information section by default. Enter the new zip. Displays zip code from Household Information section by default. Enter the new home phone number. Displays home phone number from Household Information section by default. Enter the new work phone number. Displays work phone number from Household Information section by default. Enter the new cell phone number. Displays cell phone number from Household Information section by default. Enter the new address. Displays address from Household Information section by default. Select not to update the students' Free and Reduced addresses on the application when their POS addresses are changed during a SIS import. To update their Free and Reduced addresses, clear the option. The scheduled task can be executed daily to ensure that the addresses are consistent in POS and Free and Reduced. Note: If the option is checked, and the POS address is changed during an SIS import, the Free and Reduced address remains the same, however the updated address is added to the Address Reconciliation tab in the Free and Reduced module. Click to set address appearing on screen as default address. Click to reset the address to enter new information for the current application. 2-8 Application Entry (410021) Application Entry Definitions and Tasks

19 Being Verified Tab NOTE The Being Verified tab only displays during the verification process for applications that you have chosen to be verified. Depending on the status of verification, the name of the tab changes. Being Verified: The application has been selected for verification. Verified: The application has completed the verification process. You can manually add the application to the verification sample, manually remove the application from the verification sample, and complete the application when requested information is received on the Being Verified tab. Review the following screen components to become familiar with the related tasks. Application Entry Details Screen - Verification Tab Definitions Verification Status Section: Follow Up Reply Direct Selected Removal Date Complete Verification Enter the date you requested additional information from the guardians. Enter the date the requested information was received from the guardians. Enter the date the direct verification was completed. Displays the date the application was chosen for verification. Displays the date the application was removed from the verification pool. Click to complete the verification. The Verified Date is automatically populated. Manual Verification Section: Selection/Removal Reason Select for Verification Remove from Verification Enter the reason why the application was selected for or removed from verification. This is a required field if an application is removed. Click to manually select the application for verification. Click to manually remove the application from verification. Print Letters Section: Print Letters Click to print Free and Reduced letters: Notification Letter, Temporary Eligibility Notification Letter, or Verification Letter. Student Information Table: Student ID Last Name First Name Middle Name School Processed Displays the student ID. Displays the student s last name. Displays the student s first name. Displays the student s middle name. Displays the school the student is assigned to. Displays the date the last application was approved for the household. Application Entry (410021) Application Entry Definitions and Tasks 2-9

20 Application Entry Details Screen - Verification Tab Definitions Eligibility Before Eligibility After Displays the eligibility of the student when the application was selected for verification. Displays the eligibility of the student after the verification of the application. Add an Application 1. Go to Front of the House > Free and Reduced > Application Entry (410021). The query screen displays. 2. Click New. The Application Entry details screen displays. 3. Click Locate. The query screen displays. 4. Double-click the student you want to add to the application. The Add this student to application message displays. 5. Click Yes. 6. Click to expand student information section. 7. Enter student information in Household Members section. 8. Click Add Member to App. 9. Click to expand member information section. 10. Enter member information in Household Members section. 11. Enter information in the Household Information section. 12. Process application if necessary. For further reference, refer to Application Processing page Click Save. Edit an Application 1. Go to Front of the House > Free and Reduced > Application Entry (410021). 2. Double-select the application to be edited on the Application Entry query screen. 3. Make the required edits. 4. Click Save. Delete an Application You can delete the selected record from either the query screen or details screen. 1. Go to Front of the House > Free and Reduced > Application Entry (410021). 2. Click application for deletion. 3. Click Delete. A confirmation message displays. 4. Click Yes. 5. Click Save Application Entry (410021) Application Entry Definitions and Tasks

21 Application Processing Applications can be processed to determine eligibility once they have been completed by individual families and turned into the school district. Eligibility status can be determined categorically or based on a family's income. Complete Application: An application that contains all required information and has been signed by a legal guardian. Categorical Eligibility: If a child receives food stamps, TANF (Temporary Assistance for Needy Families), or benefits from the FDPIR (Food Distribution Program on Indian Reservations), the child is automatically eligible for free status. When a new household member is added to a Free and Reduced application and the new member has DC, SNAP (food stamps), FDPIR, or TANF eligibility assigned, all other people on the application are automatically assigned the Free Categorical - Extended eligibility if they do not already have categorical eligibility due to a case number. When other people on the application are extended eligibility, they are assigned the same case number as the new member. Foster children who live with a household but remain the legal responsibility of the court or welfare agency are categorically eligible. Households with foster and non-foster children may choose to include the foster child as a household member, as well as any personal income earned by the foster child, on the same household application that includes their non-foster children. The foster child is certified for free meals, but an eligibility determination must be made for the remainder of the household based on the household's income (including personal income earned by the foster child) or other categorical eligibility information reported on the application. Income Eligibility: A child who is from a family that earns an income that is at or less than that of the eligibility requirements is income eligible. All income received by the household is counted. This includes salary, public assistance benefits, social security payments, pensions, unemployment compensation, and the like. Process Manual Applications Manual application processing is necessary if a district does not use Horizon Software Application Scanning. 1. Go to Front of the House > Free and Reduced > Application Entry Screen (410021). 2. Click application for processing. A message box will appear about the student not being assigned to an application. The message will ask if you want to create a new application. 3. Click Yes. 4. Click Add Member. 5. Add additional members as needed. 6. Verify the data in the Household Information section if previously imported or entered manually. 7. Enter application number in the Application Information field. 8. Click language in the Language drop-down list if used by the district. 9. Click if the applicant is eligible from the Optional Programs drop-down list if used by the district. 10. Click Apply Pending Elig. if necessary. 11. Click Letters. 12. Click Print. 13. Click Close. 14. Click Save. Application Entry (410021) Application Processing 2-11

22 Notes...a 2-12 Application Entry (410021) Application Processing

23 FREE AND REDUCED FILE SETUP (410012) Chapter 3 Overview This chapter covers the setup of the Free and Reduced module. Refer to the following topics for information on this feature. RELATED TOPICS Income Eligibility Guidelines (410014) page 3-1 Eligibility Report Translations (410016) page 3-2 System Options (410017) page 3-4 Student Cases (410019) page 3-10 Assign Free and Reduced Eligibilities (410027) page 3-12 Grades Setup (410056) page 3-13 Homeroom Setup (410059) page 3-15 Income Eligibility Guidelines (410014) The Eligibility Charts contain the income guidelines for students to determine the eligibility by household income. The income amounts are determined by the USDA and updated yearly. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Eligibility Charts Screen Definitions (410014) page 3-1 Set Up Eligibility Pricing page 3-2 Eligibility Charts Screen Definitions (410014) Review the following screen components to become familiar with the related tasks. Eligibility Charts Details Screen Definitions Site ID Site Description Displays site ID. Displays site description. Income Guidelines: Size Annual Monthly Twice/Month Displays the size of a family which is used in conjunction with the listed amount of income by frequency to determine if the student qualifies for the Free and Reduced program. Displays the yearly income amount needed to qualify for free or reduced meals. Displays the monthly income amount needed to qualify for free or reduced meals. Displays the income amount received twice a month to qualify for free or reduced meals. Free and Reduced File Setup (410012) Overview 3-1

24 Eligibility Charts Details Screen Definitions Every 2 Weeks Weekly Displays the income amount received every two weeks needed to qualify for free or reduced meals. Displays the weekly income amount needed to qualify for free or reduced meals. For each additional family member add section: For each additional family member add: Displays amount of income to add to total household income for each additional family member over eight. Set Up Eligibility Pricing 1. Go to Front of the House > Free and Reduced > File Setup > Eligibility Charts (410014). The screen displays. 2. Click the right arrow on the tool bar until the central office displays for Site Description. 3. Enter the income eligibility values for each period and for each household size. 4. Click Save. Eligibility Report Translations (410016) The software has 25 eligibilities by default. These eligibilities can be defined by grades and student cases. This section contains the translations used for the Free and Reduced reports and assigning the translations to sites. A site may have more than one eligibility chart assigned to it. NOTE Prior to adding, deleting, or editing an eligibility, consult with Horizon Software Technical Support due to the potential database corruption and creating errors in reporting. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Eligibility Report Translations Screen Definitions (410016) page 3-2 Add an Eligibility page 3-3 Delete an Eligibility page 3-3 Edit an Eligibility page 3-3 Eligibility Report Translations Screen Definitions (410016) Review the following screen components to become familiar with the related tasks. Eligibility Report Translations Details Screen Definitions Chart Description Eligibility Report Translation Student Case Displays a description of available eligibility report translations. Displays an eligibility. Displays translation of an eligibility. Click a student case from the Student Case drop-down if applicable to the eligibility translation. 3-2 Free and Reduced File Setup (410012) Eligibility Report Translations (410016)

25 Eligibility Report Translations Details Screen Definitions Begin Grade End Grade Add Item Remove Item Available Sites Selected Sites Enter starting grade level for an eligibility. Enter ending grade level for an eligibility. Click to add a new eligibility. Click to remove an eligibility. Displays sites available to be assigned eligibility charts. Displays sites selected to be assigned eligibility charts. Add an Eligibility Adding an eligibility should not be done without consulting Horizon Software Technical Support first. Adding an eligibility incorrectly may result in incorrect reporting. 1. Go to Front of the House > Free and Reduced > File Setup > Eligibility Report Translations (410016). 2. Click Add Item. 3. Click an eligibility from the Eligibility drop-down list. 4. Enter Report Translation. 5. Enter Begin Grade. 6. Enter End Grade. 7. Enter Student Case if applicable. 8. Click Save. Edit an Eligibility Editing an eligibility should not be done without consulting Horizon Software Technical Support first. Editing an eligibility incorrectly may result in incorrect reporting. 1. Go to Front of the House > Free and Reduced > File Setup > Eligibility Report Translations (410016). 2. Click Eligibility. 3. Make the required edits. 4. Click Save. Delete an Eligibility Deleting an eligibility should not be done without consulting Horizon Software Technical Support first. Deleting an eligibility incorrectly may result in incorrect reporting. 1. Go to Front of the House > Free and Reduced > File Setup > Eligibility Report Translations (410016). 2. Click the eligibility to be deleted. 3. Click Remove Item. 4. Click Save. Free and Reduced File Setup (410012) Eligibility Report Translations (410016) 3-3

26 System Options (410017) The System Options section of Free and Reduced is used to setup system options. Review the following screen components to become familiar with the related tasks. System Option Details Screen Descriptions (410018) Review the following screen components to become familiar with the related tasks. General Tab page 3-4 Application Entry Tab page 3-5 Approval Tab page 3-6 Rollover Tab page 3-8 Field Options Tab page 3-8 Additional Programs Tab page 3-9 Signing Official Tab page 3-9 RELATED TOPICS System Option Details Screen Definitions Site ID Site Description Displays site ID. Displays site description. General Tab Review the following screen components to become familiar with the related tasks. System Option Details Screen - General Tab Definitions Start of School Click Path and Filename of Image Viewer Stop Free and Reduced Imports and Exports Enable Inactivity Tracking Number of Days a Student is Allowed to be Inactive Before New Application Needs to be Submitted If an Application does not have a Signer Print Parent/Guardian when Printing Free and Reduced Letters. If an Application does not have a Signer Print Last known signer when Printing Free and Reduced Letters. Choose school start date. Click path and filename for image viewing software. Mark to stop Free and Reduced imports and exports. This will be automatically selected during the rollover process. Mark to enable tracking of inactive applications. Enter the number days an application will need to be entered if marked inactive. Click to assign parent/guardian for application when printing Free and Reduced letters. Click to assign the last known signer for application when printing Free and Reduced letters. 3-4 Free and Reduced File Setup (410012) System Options (410017)

27 Application Entry Tab Review the following screen components to become familiar with the related tasks. Starting Application Number Application Number Length Min System Option Details Screen - Application Entry Tab Definitions Enter starting application number. Enter to require a minimum length for application numbers. Application Number Length Max Enter to require a maximum length for application numbers. Automatically Generate Application Numbers Require Application Number Enable State ID State ID Label Copy Case to Other Students on Application Copy Student Case Number within an Application Skip Member Income Entry on Non-Income Applications Scheduled Task Does Not Overwrite Application Address Require No Income to be Checked for Zero Income Require a Reason When a Change is Made Allow Edit of Process Date Mark to generate application numbers automatically for new Free and Reduced applications. Mark to require an application number when creating a new application. If you do not have an application number ready, you can unmark this option, still enter all the other information available in the new applications, and enter the application number later. Mark to enable state ID s as required by a district s state. Enter state ID label. Mark to apply the student case to other students that are on the same application. When you add or change a student s categorical case, a message displays asking if you want to apply the case to other students on the same application. Mark to copy student case number within an application. Mark to not require entry of income on an application not applying for Free and Reduced benefits. Select not to update Free and Reduced addresses for all the students in their applications when their POS addresses are changed during a SIS import. To update their Free and Reduced addresses, clear the option. Mark to require to use the No Income option on the Application Entry details screen (410021) to indicate the household doesn t receive any income. When the option is marked: households on the application will be assigned to a temporary free status by marking the No Income option on the Free and Reduced > Application Entry screen (400018). Horizon recommends you to mark this option. Using the No Income option helps you verify that the household DOES NOT receive any income and the income field on the application is not mistakenly left zero. When the option is not marked: households on the application will be assigned to a Temporary-Free status by entering zero in the income field and you do not have to mark the No Income option. Click to require entry of a reason when making changes to an application. Mark to allow users to change the process date of an application on the Application Entry details screen (410011). Free and Reduced File Setup (410012) System Options (410017) 3-5

28 System Option Details Screen - Application Entry Tab Definitions Require Unique SSN Show Tabs on Application Entry Screen Mark to require unique Social Security Number entries on all the applications. Some districts do not import a SSN in the standard 9 digit format, such as *****1234, which may results in duplicate SSNs. If you require a unique SSN for each student and member, you will not be able to save or exit if the SSN is a duplicate. Mark the tabs to display on the Application Entry screen: Images, Address Reconciliation, History, and Comments. Approval Tab The Approval tab is used to set up the number of approval days for temporary or grace periods and other options associated with application approval. Review the following screen components to become familiar with the related tasks. System Option Details Screen - Approval Tab Definitions Rollover Grace Approval Days Temporary Income Approval Days Allow Temporary Income to be Forced Permanent Exclude Temporary Reduced Status Require Acknowledgement When Processing Applications Denied Due to Verification Require Acknowledgement When Processing Applications Reduced in Benefits by Verification Apply Grace Period When Processing Applications Enter number of days for rollover grace period from school start date. Enter number of days for temporary income approval days. Mark to allow to force temporary income benefit to permanent. Mark to exclude temporary reduced status. Mark to be notified when processing an application that a household is re-submitted after the benefits on the first application was denied because of verification. When importing Free and Reduced applications, the re-submitted applications that was denied due to verification will not be imported but not processed. You need to manually process these applications on the Application Entry screen (410021/410011). You need to have adequate and valid documentation that proves the household s income or the student cases to process these applications. Mark to be notified when processing an application that a household is re-submitted after the benefits on the first application was reduced because of verification. When importing Free and Reduced applications, the re-submitted applications that was denied due to verification will not be imported but not processed. You need to manually process these applications on the Application Entry screen (410021/410011). You need to have adequate and valid documentation that proves the household s income or the student cases to process these applications. Mark to enable the three additional options within this section. When the option is marked, the user can apply grace period when processing applications. 3-6 Free and Reduced File Setup (410012) System Options (410017)

29 Number of Days in the Grace Period Determine Effective Date Based on the Start of School Date if processed prior to start of school Do Not Apply for Temporary Rollover Assign a Temporary Status for Unemployment Assign Temporary Status for Homeless Student Use Extension for Temporary Approval Statuses Notify Free and Reduced Users Before Student Eligibilities Expire System Option Details Screen - Approval Tab Definitions Enter the number of days for the grace period. Ten days is the default; in compliance with federal guidelines. When a change in benefits results in a reduction or cancellation of benefits, a grace period will be applied based on the number of days entered here. Mark to use the school start date entered for each site. When applications are processed, the system compares the current date to the Start of School Date. If the current date is earlier than the Start of School Date, the system will use the Start of School Date plus the Number of Days in the Grace Period to determine the effective date for a reduction or cancellation in benefits. NOTE: The Start of School Date must be set up for the option to work properly. The Start of School Date is set up in System Management > Site Management > Site Maintenance details screen > Calendar tab (100031). If the Start of School Date is not set up, the effective dates and expiration dates will be calculated based on current date. Mark to exclude the temporary rollover applications from receiving the 10 day or specified amount of grace period. Mark to assign temporary status for unemployment income. If this is not marked, a permanent status will be assigned. This is not marked by default. Mark to assign temporary status for homeless student. If this is not marked, a permanent status will be assigned. This is not marked by default. Mark to extend temporary approval status. This is not marked by default. Mark to notify students before expiration of benefits. This is marked by default with ten days for warning of expiration. Free and Reduced File Setup (410012) System Options (410017) 3-7

30 Rollover Tab The Rollover tab is used in the process to promote students to the next grade level. Horizon Software International, LLC provides the districts with detailed instructions and options on how to run Rollover on a yearly basis. The Rollover tab contains the system options used during the rollover operation effecting Free and Reduced data. Review the following screen components to become familiar with the related tasks. NOTE All options on the Rollover tab are not marked by default. System Option Details Screen - Rollover Tab Definitions Retain Application History During Rollover Retain Last Scanned Application Image During Rollover Retain Journal Entries During Rollover Retain Application Comments During Rollover Mark to retain application history. Mark to retain last scanned application image. Mark to retain journal entries. Mark to retain application comments. Field Options Tab The Field Options tab lists the fields for use or are required on the application screen. Review the following screen components to become familiar with the related tasks. System Option Details Screen - Field Options Tab Definitions Household Apartment Household Cell Phone Household City Household Household Home Phone Household Race Household State Household Street Address Household Work Phone Household Zip Student Age Student Birth Date Student Homeroom Student Track Mark to use and/or require the Household Apartment field. Mark to use and/or require the Household Cell Phone field. Mark to use and/or require the Household City field. Mark to use and/or require the Household field. Mark to use and/or require the Household Home Phone field. Mark to use and/or require the Household Race field. Mark to use and/or require the Household State field. Mark to use and/or require the Household Street Address field. Mark to use and/or require the Household Work Phone number field. Mark to use and/or require the Household Zip code field. Mark to use and/or require the Student Age field. Mark to use and/or require the Student Birth Date field. Mark to use and/or require the Student Homeroom field. Mark to use and/or require the Student Track field. 3-8 Free and Reduced File Setup (410012) System Options (410017)

31 Additional Programs Tab Review the following screen components to become familiar with the related tasks. System Option Details Screen - Additional Programs Tab Definitions Application Additional Program Field Labels Mail Merge with Waived Confidential Settings Mail Merge Setup Enter field names for additional programs. Mark the checkbox to apply confidentiality settings to mail merge for the additional fields. Enter Field Name, Student Eligibility, Option Value, and/or Mail Merge Text to use mail merge letters by Free and Reduced. Signing Official Tab The Signing Official tab is used to create the information for the merge fields used in the Free and Reduced letters. The Signing Official is the district representative that applicants appeal to for being denied benefits. Also, the Signing Official can be the representative who fields Free and Reduced questions from the public. Review the following screen components to become familiar with the related tasks. System Option Details Screen - Signing Official Tab Definitions Official s Name Official s Title Official s Street Address City State Zip Phone Number Fax Number Signing Official s Name Enter the official s name. Enter the official s title. Enter the official s street address. Enter the city. Click the state. Enter the zip code. Enter the phone number. Enter the fax number. Enter the signing official s name. Free and Reduced File Setup (410012) System Options (410017) 3-9

32 Student Cases (410019) Student Cases refer to circumstances in a student s life granting them a categorical free lunch rather than a free lunch that is based upon income reasons. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Student Cases Query Screen Definitions (410019) page 3-10 Student Cases Details Screen Definitions (410020) page 3-11 Add a Student Case page 3-11 Edit a Student Case page 3-11 Delete a Student Case page 3-11 Student Cases Query Screen Definitions (410019) Review the following screen components to become familiar with the related tasks. Student Cases Query Screen Definitions Case ID Case Description Search Button Reset Button Case ID Description Evaluation Rule Case State Requires Signer Requires Signer SSN Enter case ID for searching student cases. Enter case description for searching student cases. Click to search by Case ID or Case Description. Click to reset the search criteria. Displays case ID of student cases. Displays the description of student cases. There are eleven default cases plus three state specific cases in the software as follows: Food Stamps Foster Student Homeless Student Migrant Student Runaway Student TANF Direct Certified Registered Indian Head Start Even Start ATAP (Alaska) FITAP (Louisiana) KINGAP (California) Displays evaluation rule of student cases. Displays the state location of the case. Displays whether the case requires a signer. Displays whether the case requires a signer social security number Free and Reduced File Setup (410012) Student Cases (410019)

33 Student Cases Details Screen Definitions (410020) Review the following screen components to become familiar with the related tasks. Student Cases Details Screen Definitions Case ID Evaluation Rule Case Description Case State Case Number Required Requires Signer Requires Signer SSN Enter case ID. Displays evaluation rule of student cases. Displays the case description. Displays the state where the case applies. Displays whether it requires a case number to be entered for this type of case. Displays whether a signer is required for this type of case. Displays whether the case requires a social security number for a signer. Add a Student Case Adding a new student case should not be done without consulting Horizon Software first! 1. Go to Front of the House > Free and Reduced > File Setup > Student Cases (410019). 2. Click New. The Student Cases details screen displays. 3. Enter new case details. 4. Click sites to be updated. 5. Click Save. Edit a Student Case 1. Go to Front of the House > Free and Reduced > File Setup > Student Cases (410019). 2. Edit student case as necessary. 3. Click Save. Delete a Student Case Consult with Horizon Software before deleting a student case due to problems which may arise from the deletion of a case in the student data and reports. 1. Go to Front of the House > Free and Reduced > File Setup > Student Cases (410019). 2. Delete student case. 3. Click Save. Free and Reduced File Setup (410012) Student Cases (410019) 3-11

34 Assign Free and Reduced Eligibilities (410027) The Assign Free and Reduced Eligibilities feature is designed to allow a district to assign a specific grade to an eligibility for use by the Front of the House Point of Service (POS). The eligibilities used in Free and Reduced are different from the eligibilities used in POS. Refer to the following screen components to become familiar with the related tasks. RELATED TOPICS Assign Free and Reduced Eligibility Screen Definitions (410027) page 3-12 Assign Free and Reduced Eligibility Screen Tasks (410028) page 3-12 Assign Free and Reduced Eligibility Screen Definitions (410027) Review the following screen components to become familiar with the related tasks. Assign Free and Reduced Eligibilities Screen Definitions Free and Reduced Eligibility Displays list of Free and Reduced eligibilities available in the software. To add a new eligibility, refer to Add an Eligibility page 3-3. Assign Free and Reduced Eligibility Screen Tasks (410028) Review the following screen components to become familiar with the related tasks. Assign Free and Reduced Eligibility Functions Screen Grade POS Eligibility Assignment Add Item Remove Item Click a grade from the Grade drop-down list. Displays the POS eligibility which is equivalent to the eligibilities in Free and Reduced. Click to add an item. Click to remove an item Free and Reduced File Setup (410012) Assign Free and Reduced Eligibilities (410027)

35 Grades Setup (410056) Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Grades Setup Query Screen Definitions (410056) page 3-13 Grades Setup Details Screen Definitions (400715) page 3-13 Add Grades page 3-14 Edit Grades page 3-14 Delete Grades page 3-15 Maintain grade information for your district. The standard (K- 12) grades will be preloaded, but can be edited on this screen, if necessary. You can add additional grades as well as specify the promotion grade on this screen. Grades Setup Query Screen Definitions (410056) Review the following screen components to become familiar with the related tasks. Grades Setup Query Screen Definitions Grade Description Search Reset Enter any part of the grade you want to display. Enter the description of the grade you want to display. Click to display the search results. Click to clear the search criteria entered in the Search Criteria section and refresh the list to display all items. Grades Setup Details Screen Definitions (400715) Review the following screen components to become familiar with the related tasks. Grades Setup Details Screen Definitions Grade Description Promotion Grade Grade Group Tabs Enter an ID for the grade (maximum 2 characters). Enter a description of the selected grade (maximum 50 characters). Choose the next grade to which students will be promoted to the following school year. Up to four grade groups can be set up to be used in the Production module when updating production on the Meals/Revenue tab on the Daily Production screen and when printing applicable production record reports. Free and Reduced File Setup (410012) Grades Setup (410056) 3-13

36 Grade Group Tabs Review the following screen components to become familiar with the related tasks. Grades Setup Details Screen - Grades Group Tabs Section Definitions Group For Meals Served Available Sites Section Selected Sites Section Displays the name for the grade group. The information in this field cannot be edited from this screen. To edit this field you must go to the Site Maintenance screen - Back of the House Setup tab - Production tab - Age Groups For Meals Served tab in the System Management module. Choose from a list of sites that can be assigned to the grade group using the Mover Control buttons. Choose from a list of sites that have been assigned to the grade group using the Mover Control buttons. Add Grades 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Grades Setup (400714). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. The details screen displays. 3. Enter the grade in the Grade field (maximum 2 characters). 4. Enter a description for the grade in the Description field. 5. Choose a promotion grade from the Promotion Grade drop-down list. 6. Click the applicable group tab. 7. Use the Mover Control to move the desired records to the Selected section. 8. Click Save. Edit Grades You can edit the information for a grade on the query or details screen. 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Grades Setup (400714). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Search for and double-click the record. 3. Make the required edits. 4. Click Save Free and Reduced File Setup (410012) Grades Setup (410056)

37 Delete Grades You can delete a grade if it is not attached to any records. You can delete the selected record from either the query screen or details screen. 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Grades Setup (400714). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Select the record. 3. Click Delete. A confirmation message displays. 4. Click Yes. 5. Click Save. Homeroom Setup (410059) Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Homeroom Setup Query Screen Definitions (410059) page 3-15 Homeroom Setup Details Screen Definitions (400717) page 3-15 Add a Homeroom page 3-16 Edit a Homeroom page 3-16 Delete a Homeroom page 3-16 Add and maintain homeroom information for your district. You may go directly to the Homeroom Setup query screen by entering the process number (400716) using the Go To feature or by navigating through the menu sequence. Homeroom Setup Query Screen Definitions (410059) Review the following screen components to become familiar with the related tasks. Homeroom Setup Query Screen Definitions Teacher Search Reset Enter the name of the homeroom you want to display. Click to display the search results. Click to clear the search criteria entered in the Search Criteria section and refresh the list to display all items. Homeroom Setup Details Screen Definitions (400717) To access this screen, double-select a record on the Homeroom Setup (400716) query screen. Review the following screen components to become familiar with the related tasks. Homeroom Setup Details Screen Definitions Teacher Enter the name of the homeroom teacher. Free and Reduced File Setup (410012) Homeroom Setup (410059) 3-15

38 Add a Homeroom 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Homeroom Setup (400716). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. The details screen displays. 3. Enter the name of the homeroom in the Teacher field. 4. Click Save. Edit a Homeroom You can change the name of a homeroom on a query or details screen. 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Homeroom Setup (400716). The details screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Search for and double-click the record. 3. Make the required edits. 4. Click Save. Delete a Homeroom You can delete a homeroom if it is not attached to any records. You can delete the selected record from either the query screen or details screen. 1. Go to Front of the House > Point of Service > File Setup > Customer Setup > Homeroom Setup (400716). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Select the record. 3. Click Delete. A confirmation message displays. 4. Click Yes. 5. Click Save Free and Reduced File Setup (410012) Homeroom Setup (410059)

39 HANDLE DUPLICATES (410037) Chapter 4 Overview Handle Duplicates is a process that helps the user to search for duplicate customer data. The Handle Duplicates Wizard detects and deletes duplicate items from the current Free and Reduced applications. The user can select customer criteria such as Name, SSN, Grade and Homeroom and search the database for duplicates based on the chosen criteria. A Deletion History report can be displayed at the end of the process. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Handle Duplicates Screen Definitions (410037) page 4-1 Delete Duplicate Items page 4-1 Handle Duplicates Screen Definitions (410037) The Handle Duplicates Wizard detects and deletes duplicate items from the current Free and Reduced applications. Review the following screen components to become familiar with the related tasks. Handle Duplicates Screen Definitions Household Criteria Customer Criteria Member Criteria Mark the appropriate checkbox in this section to determine duplication. Mark the appropriate checkbox in this section to determine duplication. Mark the appropriate checkbox in this section to determine duplication. Delete Duplicate Items 1. Go to Front of the House > Free and Reduced > Handle Duplicates. The Handle Duplicates Wizard screen displays. 2. Mark the customer criteria. 3. Click Detect. A delete screen displays. 4. Mark the items that need to be deleted. 5. Click Delete Duplicates. A review deletion history screen displays. 6. Click Yes to print a Deletion History report. The Deletion History report criteria screen displays. 7. Click Print. Handle Duplicates (410037) Overview 4-1

40 Notes...a 4-2 Handle Duplicates (410037) Overview

41 VERIFICATION (410029) Chapter 5 Overview WARNING Excluding applications or concentrating the selection will result in a non-random sampling, which violates federal standards. Horizon Software International, LLC. will not be held responsible for any non-random sampling. Verification is a a yearly process which occurs between October 1st and November 15th which is required for the purpose of ensuring the accuracy of the Free and Reduced applications on file. Children under direct certification from the state do not have to submit an application and are exempt from verification. There are three methods of selection of applications for verification. The first method is referred to as Standard Sampling. This method uses a random percentage or number of applications. The second method is Alternate 1 - Random Sampling which entails randomly selecting a minimum of three percent or three thousand applications (whichever is less) regardless of the number of applications on hand. The school district may select more than the minimum requirements if it desires. The last method used sampling for verification is Alternate 2- Focused Sampling. Under this method, the sample consists of either one percent or one thousand (whichever is less) of the total approved applications based on income and the sample must also include the lesser of 0.5% or 500 of the total number of applications approved based on categorical criteria. Once the selection has been made, the school district must send a letter to the guardian informing them that they have been selected for verification. If the family does not comply with requests to submit verification materials, meal benefits for their child or children will be terminated. If the verification process results in changes to the data on the originally submitted application, meal benefits may be changed or terminated. Review the following screen components to become familiar with the related tasks. RELATED TOPICS Ez-Steps for Setting Up Verification (410045) page 5-1 Ez-Steps for Adding Applications (410043) page 5-2 Ez-Steps for Generating Follow Up Dates (410044) page 5-3 Ez-Steps for Completing Verification (410042) page 5-3 Ez-Steps for Setting Up Verification (410045) Ez-Steps for Setup Verification helps you set up your verification process. You can only use this wizard between October 1st and November 15th. In the verification wizard, you will: 1. Select the sites to include in the verification pool. Normally this will be all sites, as verification is done district wide. Provision 2 or 3 sites are not eligible to be selected for verification. Therefore, they are not included in the site selection. The verification process may only be run between October 1 and November 15. Verification (410029) Overview 5-1

42 2. Choose if this verification process is the annual USDA required verification. If you already run the USDA verification, you are only able to run additional verification that will not be subject to USDA guidelines. You can only run USDA verification once per year. 3. Select the verification sampling method. To run Alternate One or Alternate Two method, certain criteria has to be met. Standard: The sample size is determined by selecting 3% or 3000 (whichever number is less) of the total approved applications based on income. The sample is drawn from Error Prone Applications. If there are not enough Error Prone Applications (household monthly income within $100 or yearly income within $1200 of the income eligibility limit ) to meet the required sample size, additional applications are randomly selected from the remaining approved applications. Alternate One (Random): This sample size is determined by randomly selecting a minimum of 3% or 3000 applications (whichever is less) regardless of the number of applications on hand. The school district is allowed to select more than the minimum requirements. Alternate Two (Focused): Under this method, the sample consists of either 1% or 1000 (whichever is less) of the total approved applications based on income and the sample must also include the lesser of 0.5% or 500 of the total number of applications approved based on categorical criteria. 4. Verify/edit verification sampling criteria. You can only edit the criteria of a verification sampling method in the process that is not the yearly USDA verification. 5. Choose if the verification pool will be filled automatically or manually. If manually, you have to add applications to the verification pool via the Application Entry details screen (410011) > Being Verified tab or Ez-Steps for Adding Applications (410043). You will exit the Ez- Steps in the next screen to add applications to the verification pool. If automatically, the applications will be selected according to the set guidelines during the Ez-Steps for Setting Up Verification. 6. Choose if you want to exclude application that were verified last year. Excluding these applications will prevent a true random verification sample. 7. Start drawing applications for verification. This process may take a few minutes. 8. Finishing the verification setup process and choose if you would like to view the Standard Verification Summary Report (800153). Ez-Steps for Adding Applications (410043) Ez-Steps for Setup Verification helps you add applications to the verification pool. 1. Check for missing applications. The Check for Missing Applications screen displays if the verification pool has the required number of applications. The Application Needed screen displays if the number of applications in the current verification pool does not meet the required number. You can choose to add the number of missing applications manually or automatically. You might have missing applications because they could not be automatically filled or some applications have been manually removed. 2. Enter the number of additional applications that you would like to add to the verification pool. 3. Verify the number of applications that are automatically added to the verification pool based on the selected sampling method in Ez-Steps for Setting Up Verification. 5-2 Verification (410029) Ez-Steps for Adding Applications (410043)

43 Ez-Steps for Generating Follow Up Dates (410044) USDA requires at least one follow up contact before benefits are terminated due to non-response to a request for verification information. The Ez-Steps for Generating Follow Up Dates helps you to generate letters to send to the applicants that have not replied to the verification process yet. The Ez-Steps will mark all applications with current date as the follow up date. If there are not enough applications for selection, a warning displays to ensure compliance with Federal requirements. 1. Choose one of the following options. Generate Follow Up Letters: Choose to generate follow up letters in the next screen. Do not Generate Follow Up Letters: Choose not to generate follow up letters. You must have contacted the applicants using other method, if choose this option. 2. Select a letter to use to follow up with the applicants. Once selected, the criteria screen displays. 3. Verify that all applications have been updated with a follow up date of today s date. Ez-Steps for Completing Verification (410042) Ez-Steps for Completing Verification helps you complete verification for all applications that did not respond. These applications will be sent to a denied status for a reason of verification. These applications will change benefits after the grace period. Once Complete Verification is run, it cannot be undone. 1. Choose one of the following applications that you want to complete through the Ez-Steps for Completing Verification. If applications were removed from the verification pool, it displays the number of missing applications. Verification cannot be completed until the application pool meets it s required size. Applications with a Follow Up Date but No Reply Date: This option will complete verification for all applicants who have been contacted and have not replied or been directly verified (with a direct date). The verification process will be left open. Applications with No Reply Date: This option will complete verification for all applications that have no reply date or direct date. It will mark them with a follow up date of the current date. 2. Verify you are aware that once the Complete Verification process is run, it CANNOT be undone. 3. Verify that verification is finished. Verification (410029) Ez-Steps for Generating Follow Up Dates (410044) 5-3

44 Notes...a 5-4 Verification (410029) Ez-Steps for Completing Verification (410042)

45 FRONT OF THE HOUSE TASKS (410046) Chapter 6 Overview The Front of The House Tasks menu provides access to the following Point of Service functionalities: Imports/Exports where you can set up an import and export template and import and export customer information. Customer Transfer where you can transfer customers from one site to another. Customers where you can modify the customer information. This menu only displays when you do not have a Point of Service license. Imports/Exports (410049) page 6-1 RELATED TOPICS Customer Transfer Definitions and Tasks (410058) page 6-15 Customers Screen Definitions and Tasks page 6-17 Imports/Exports (410049) Use this function to create and maintain templates as well as import or export customer information. Customer Import Template (410050) Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Customer Import Template Query Screen Definitions (410050) page 6-1 Customer Import Template Details Screen Definitions (400011) page 6-2 Add Customer Import Templates page 6-7 Edit Customer Import Templates page 6-8 Delete Customer Import Templates page 6-8 Use this option to select the customer import template. Customer Import Template Query Screen Definitions (410050) This screen allows you to set up the customer import template. Review the following screen components to become familiar with the related tasks. Customer Import Template Query Screen Definitions Import Description Search Reset Copy Template Enter the description of the import template you want to search for. Click to display the search result. Click to clear the search criteria. Click to add a copy of the selected template that you can rename and modify into a different template. Front of the House Tasks (410046) Overview 6-1

46 Customer Import Template Details Screen Definitions (400011) Review the following screen components to become familiar with the related tasks. Setup Import Fields Tab page 6-3 Translations Tab page 6-4 Text File Settings Tab page 6-4 Schedule Import Tab page 6-5 Grade Setup Tab page 6-5 Applications Tab page 6-5 RELATED TOPICS On this screen, you can set up the import template. Customer Import Details Screen Definitions Import Description Import Type Number of Processing Threads Delimiter Update Existing Record Only Inactivate Students Not Found in Import File Threshold Used for New Record Maximum Number of New Records Allowed Threshold Used for Import Errors Enter a descriptive name for the template. Choose the data format within the import file. Text files can be comma-delimited (.CSV), fixed-width or a specific format that fits your special condition. Otherwise, data can be obtained by firing a query against an ODBC connection. Enter a number of processing entities. Each entity will process a portion of the specified import file, possibly enhancing the performance of the import process. The default setting for this field is 1, but you can enter up to 20 in the field. It is recommended to increase the value in small increments to determine the best setting. If no performance is noticed then return the setting to 1. Enter the delimiter that is used in the import file. The field is activated if the user chooses User Defined as the Import Type. Mark to import the existing customer records only. The new records will not be imported if the option is marked. Mark to inactivate the students that do not exist in the import file. Customers without eligibility of free, reduced, or full pay; such as adults, teachers, and employees, will not be affected by this option. Mark to monitor the number of new records are imported and stop the import if the number of new records exceeds the specified threshold in Maximum Number of New Records Allowed. Enter the maximum number of new records allowed as part of the import process. If more records are created than allowed, an error message displays and the import process will be canceled. Mark to monitor the number of errors occurred during the import and stop the import if the number of errors exceeds the specified threshold in Maximum Number of Errors Allowed. Too many errors may indicate the import file is bad. Importing a bad file could damage your database. 6-2 Front of the House Tasks (410046) Imports/Exports (410049)

47 Customer Import Details Screen Definitions Maximum Number of Errors Allowed Enter the maximum number of errors allowed as part of the import process. If more errors occurred than allowed, an error message displays and the import process will be canceled. Setup Import Fields Tab The Setup Imports Fields tab is used to set up information for each field on the import template. Review the following screen components to become familiar with the related tasks. Customer Import Details Screen - Setup Import Fields Tab Field to Import Import Order Translate Field Field Length Maximum Length Used for Matching Secondary Matching Application Matching Pad Setting Pad Character Total Pad Length Add Item Displays the fields that are set up in the import template. Displays the order that of each field imported. Use the up and down arrows to move the orders of the import fields. Displays whether or not a field can be translated. If you want to set up translations for the field, mark the checkbox and then you can set up the translation on the Translations tab. Enter the number of characters allowed for the field for fixed-width file based imports. Displays the max amount of information the database can hold. It is automatically populated. You can reference this information to make sure the Field Length is not greater than the Maximum length. Mark to indicate the field as the primary matching criteria. You may have customers with the same first and/or last name, date of birth, etc. If each customer has a unique PIN, then PIN may be a good field used as the primary matching field to match the record in the import file and the record in the database. Mark to indicate the field as the secondary matching criteria. If the primary matching field has possibility of the same information on more than one record, then the secondary matching field will be used to identify the matching record. Mark to combine students with the same information for the export field into the same Free and Reduced application. For example, if you mark Application Matching for Application ID, then all students with the same Application ID will be combined into one application. Select whether you want to pad the field from the left side or the right side. Enter the character you want to use as the padding. Enter the total pad length. For example, if you want to make sure all the IDs are 10 characters long. Then 10 is the Total Pad Length for ID. If the value is shorter than 10 characters, it will be padded to 10 characters. If the value is 10 character long, it will not be padded at all. Select to add fields to the template. Front of the House Tasks (410046) Imports/Exports (410049) 6-3

48 Customer Import Details Screen - Setup Import Fields Tab Remove Item Select to remove the selected field from the template. Translations Tab On the Translations tab you can specify how the data for the selected fields will be translated when imported. Review the following screen components to become familiar with the related tasks. Customer Import Details Screen - Translations Tab Definitions Translated Fields Section: Import Field Column Translations Section: Imported Value Column Translate To Column Add/Update Translations Delete Translations Duplicate Translations Displays the fields that are marked in the Translated column on the Setup Import Fields tab. Enter the data that is expected in the import file. Displays the data that the system is going to convert imported data into. This information is for reference purposes only. Click to add or update translations. Click to delete the selected translation. Click to duplicate the selected translation. Text File Settings Tab Use this tab to specify the path for the import file and import settings. Review the following screen components to become familiar with the related tasks. Customer Import Details Screen - Text File Settings Tab Definitions Import File Path Rename Import File After Import Begin Import On Line Number in File Enter the path and full or partial name of the import text file that you are expecting. You can use wild cards (*) to specify multiple files to be imported via the current import template. Mark to rename the imported file after it is processed, by adding _XXX_IMPORTED.TXT to each file name. XXX stands for a sequential number that is added to the file name. Maximum number for XXX is 366. Once this number is reached, all renamed files will be deleted from the folder. Displays the line number where the import will begin in the text file. 6-4 Front of the House Tasks (410046) Imports/Exports (410049)

49 Schedule Import Tab Use this tab to create a Windows scheduled task for importing the file on a reoccurring basis. Review the following screen components to become familiar with the related tasks. Customer Import Details Screen - Schedule Import Tab Run Task Option Run As User Scheduled Task Actions Section: Add Edit Delete Select to run the import process daily, weekly, monthly or on specified days and weeks of the month. Select the user account to run the scheduled import. All the changes made to the database during execution of the scheduled task will be stamped with this user. The selection is enabled after you click Add or Edit. Click to add a Windows scheduled task. When the Schedule Task window displays, click Set Password to enter the password of the windows user, set the importing schedule on the Schedule tab, and any other necessary settings on the Settings tab. Click to edit a Windows scheduled task. Click to delete a Windows scheduled task. Grade Setup Tab Use this tab to set up translations for grades and eligibilities, which helps protect customer privacy at the point of service. Review the following screen components to become familiar with the related tasks. Customer Import Details Screen - Grade Setup Tab Definitions Grade Imported Eligibility Translated Eligibility Add Translation Delete Translation Select a grade from the drop-down list. Select an eligibility status from the drop-down list. Select the eligibility the Imported Eligibility should be translated to. Click to set up translations for grades or eligibilities. Click to delete the currently selected translation. Applications Tab The Applications tab is used to set up Free and Reduced import options. Review the following screen components to become familiar with the related tasks. Customer Import Details Screen - Applications Tab Set Guardian as Signer If there is a guardian imported, he will be added to the application. (if one is created) and will be set as the signer of the application. This field is disabled if it is a scanned application import. Front of the House Tasks (410046) Imports/Exports (410049) 6-5

50 Customer Import Details Screen - Applications Tab Create New Applications for Students Not on File in Free and Reduced Direct Certified Import Exclude Inactive Students from the Import Scanned Application Import Multiple Members per Application Update Application Number on Import Do not import data when these exceptions are Encountered Exclusions If a student does not already have an application, marking this option will force the import to create one and put the student on it with as much information as available. This field is disabled if it is a scanned application import. Mark to indicate the import template is for Direct Cert import only. If the student is inactive, his record will not be imported/updated. Mark to denote this template is used for applications imported from application scanning. Mark to import member information on a separate line. When the option is marked, the line item selection screen is changed as well. The fields used by members are appended with an *. When the option is marked, Application Number must be selected as the Application Matching field. Mark to update the application number on the application if the import has different one than the one on file. This field is disabled if is a scanned application import. (For importing from Application Scanning only) Mark not to import applications when the selected exceptions occur. All the other applications will still be imported. You can choose from the following exceptions: Foster Child Application Registered Indian Application No Income SNAP (Food Stamp)/TANF with Income Zero Household Size When the option is not marked, all applications with and without the exceptions are imported, but the system will log the selected exceptions. Tip: Print the Import Exception Report to view all the exceptions that happened during the import. Mark to exclude the following types of categorical applications from import: Direct Certified Homeless Head Start Even Start Runaway Migrant Youth 6-6 Front of the House Tasks (410046) Imports/Exports (410049)

51 Add Customer Import Templates 1. Go to Front of the House > Point of Service > Imports/Exports > Customer Import Template. The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. The details screen displays. 3. Enter the Import Description. 4. Choose the Import Type. 5. Select the Threshold Used For New Records option if you want to verify how many records are created prior to running the import processes, and then enter a value in the Maximum Number Of New Records Allowed field to limit the number of records to import. Add Import Fields to the Template 6. On the Setup Import Fields, click Add Item. The Add Import Fields screen displays. 7. Select all the appropriate Import Fields. 8. Select Skip in the Import Field section to ignore a field in the import file. If you need to insert more than one skip field, then choose the correct value in the Number of Skip Fields to Add field. 9. Click OK. 10. Use the up and down arrows to modify the order of the import fields as needed. 11. Mark the items that need to be translated. 12. Select the appropriate fields as the primary (Used for Matching) and Secondary Matching field. 13. Set up any other necessary information on the Setup Import Fields tab. Set up Import Translations 14. On the Translations tab, select an Import Field you want to set up the translation for. NOTE The Imported Fields displaying on the Translations tab comes from the Import Fields that are marked for Translation on the Setup Import Fields tab. 15. Click Add/Update Translations. The Translated To column automatically display the information that you can translate to. 16. Enter the Imported Value for each Translated To item. 17. Repeat step 14 through 16 to complete all the translation setup. Set up Import Path and Settings 18. On the Text File Settings tab, click the Browse button [...] to locate the import file. 19. Select Rename Import File After Import if applicable. 20. Specify the line number you want to begin the import on. Set up the Automatic Import Schedule 21. On the Schedule Import tab, choose the applicable frequency during which the import process should run. 22. Click Add. The Windows scheduled task screen displays. Front of the House Tasks (410046) Imports/Exports (410049) 6-7

52 23. Specify the Run as user and click Set password... to enter the password of the specified Run as user. IMPORTANT Do not modify the Run or the Start in fields on the screen. Otherwise, the scheduled import will not run correctly. If the password of the Run as user is changed, you will have to click Set password to enter the new password. Otherwise, the scheduled import will not run. 24. On the Schedule tab, set up the reoccurring schedule you want the import to run automatically. 25. On the Settings tab, set up any other applicable settings. 26. Click OK. 27. Select the Run as User. All the changes made to the database during execution of the scheduled task is stamped with this user. Set up Grade and Eligibility Translations 28. On the Grade Setup tab, click Add Translation. 29. Select a grade from the Grade drop-down list. 30. Select an eligibility from the Imported Eligibility drop-down list. 31. Enter a translation code in the Translated Eligibility field. 32. Repeat step 28 through 31 to set up all the grade and eligibility translations. Set up Free and Reduced Import Settings 33. If you are creating a Free and Reduced import template, set up any applicable options on the Applications tab. 34. Click Save. Edit Customer Import Templates 1. Go to Front of the House > Point of Service > Imports Exports > Customer Import Template. The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Double-click the import template you want to edit. 3. Make the required edits. 4. Click Save. Delete Customer Import Templates 1. Go to Front of the House > Point of Service > Imports Exports > Customer Import Template. The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Select the record. 3. Click Delete. A confirmation message displays. 4. Click Yes. 6-8 Front of the House Tasks (410046) Imports/Exports (410049)

53 Import Customers (410052) Review to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Importing Customers Screen Definitions (410052) page 6-9 Import Customers page 6-9 Importing Customers Screen Definitions (410052) Review the following screen components to become familiar with the related tasks. Import Customers Screen Definitions Import Customers Based on Template Import Select the import you want to run. Click to start the import. Import Customers 1. Go to Front of the House > Point of Service > Imports Exports > Import Customers (400012). The Import Customers screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Select Import. A message displays at the end to show the number of records that were imported or the number of records that failed to be imported if an error occurred. Customer Export Template (410053) Review to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Customer Export Template Query Screen Definitions (410053) page 6-9 Customer Export Template Details Screen Definitions (400918) page 6-10 Set up a Customer Export Template page 6-13 Use this option to set up a customer export template. Data may be exported to the SIS system or another system that needs the eligibility information system. Customer Export Template Query Screen Definitions (410053) Review the following screen components to become familiar with the related tasks. Customer Export Template Query Screen Definitions Export Description Search Enter the description of the export template you want to search for. Click to display the search result. Front of the House Tasks (410046) Imports/Exports (410049) 6-9

54 Customer Export Template Query Screen Definitions Reset Copy Template Reset to clear the search criteria. Click to add a copy of the selected template that you can rename and modify into a different template. Customer Export Template Details Screen Definitions (400918) Refer to the following topics for information on this feature. Setup Export Fields Tab page 6-10 Translations Tab page 6-11 Export File Path Tab page 6-11 Schedule Export Tab page 6-11 Applications Tab page 6-12 Export Sites/Group Tab page 6-13 RELATED TOPICS Review the following screen components to become familiar with the related tasks. Customer Export Template Details Screen Definitions Export Description Export Type Enter the export description. Choose the export type as ACII Comma Delimited or Fixed Width. Setup Export Fields Tab Use this tab to set up the information/export fields you want to export in the template. Review the following screen components to become familiar with the related tasks. Customer Export Template Details Screen - Setup Export Fields Tab Definitions Field to Export Translate Field Field Length Maximum Length IsAccount IsTranslatable Displays the selected export fields. Mark to allow the field to be translated. If you want to setup translations for the field, mark the checkbox and then you can set up the translations on the Translations tab. Enter the number of characters allowed for the field for fixed-width file based imports. Displays the max amount of information the database can hold. It is automatically populated. You can reference this information to make sure the Field Length is not greater than the Maximum length. Mark to indicate the export field is an account, such as General or Meal. Mark to indicate the export field can be translated. When it is marked, the field displays on the Translations tab Front of the House Tasks (410046) Imports/Exports (410049)

55 Customer Export Template Details Screen - Setup Export Fields Tab Definitions Export Order Add Item Remove Item Use the up and down arrow to adjust the order or the export fields. The sequence of the export fields must be exactly the same as the system imports this file. Click to add export fields to the template. Click to remove the selected field from the template. Translations Tab On the Translations tab you can specify how the data for the selected fields will be translated when exported. Review the following screen components to become familiar with the related tasks. Customer Export Template Details Screen - Translations Tab Translated Fields Section: Export Field Column Translations Section: Exported Value Column Translate To Column Add/Update Translations Delete Translations Displays the fields that are marked in the Translated column on the Setup Export Fields tab. Displays the data that the system is going to convert exported data from. This information is for reference purposes only. Enter the data you want to display in the exported file. Click to add or update translations. Click to delete the selected translation. Export File Path Tab Set up where you want to save the export files. Review the following screen components to become familiar with the related tasks. Customer Export Template Details Screen - Export File Path Tab Definitions Export Folder Path File Name Complete File Path Browse to select the folder where you want to save the customer export files. Enter the name of the customer export file. Displays the complete file path. Schedule Export Tab Use this tab to create a Windows scheduled task for exporting the file on a reoccurring basis. Review the following screen components to become familiar with the related tasks. Customer Export Details Screen - Schedule Export Tab Definitions Run Task Option Select to run the export process daily, weekly, monthly or on specified days and weeks of the month. Front of the House Tasks (410046) Imports/Exports (410049) 6-11

56 Run As User Customer Export Details Screen - Schedule Export Tab Definitions Select the user account to run the scheduled export. All the changes made to the database during execution of the scheduled task will be stamped with this user. The selection is enabled after you click Add or Edit. Scheduled Task Actions Section: Add Edit Delete Click to add a Windows scheduled task. When the Schedule Task window displays, click Set Password to enter the password of the windows user, set the exporting schedule on the Schedule tab, and any other necessary settings on the Settings tab. Click to edit a Windows scheduled task. Click to delete a Windows scheduled task. Applications Tab Set up system settings for any exports related to Free and Reduced application. Review the following screen components to become familiar with the related tasks. Customer Export Template Details Screen - Applications Tab Definitions Include the following patrons in the export: Active/Inactive options Deleted/Not Deleted options Students/Adults options Custom Date Format (leave blank for System Default): Custom Date Format Choose to include both active and inactive patron records, only active patrons records, or only inactive patron records in the export. NOTE: Inactive patrons are not available for selection at the point of service and do not appear on reports. Inactive patrons can be reactivated. Choose to include both deleted patrons and patrons that have not been deleted, only patrons that have not been deleted, or only deleted patrons in the export. Choose to include both student and adult records, only student records, or only adult records in the export. Enter the format in which the date field should be exported. You can use any Microsoft custom date and time format strings. The following table provides examples. CUSTOM DATE FORMAT EXAMPLE OUTPUT m/d/y 5/14/11 mm/dd/yyyy 05/14/2011 Test Date Format Click to verify the date format entered in the Custom Date Format field is valid Front of the House Tasks (410046) Imports/Exports (410049)

57 Test Result Customer Export Template Details Screen - Applications Tab Definitions Displays an example of the date format specified in the Custom Date Format field. Export blank dates in the following format: Default SQL Blank Date Choose to export blank dates as Blank String ("") Choose export blank dates as "". Blanks With Slashes (" / / ") Choose to export blank dates as / /. Export Sites/Group Tab The Export Sites/Group tab is used to select all sites or multiple sites through individual selection or a group to run the export for. Review the following screen components to become familiar with the related tasks. Customer Export Template Details Screen - Export Sites/Group Tab Definitions Export Description Export Type All Sites Individual Sites Site Groups Create Individual Export File for each Site Enter description for export file. Choose the export type as ASCII Comma Delimited or Fixed Width. Choose to export for all sites. Choose to export for individual sites. Choose to export specific site groups, selected from the drop-down list. Mark to create individual export file for each site. Set up a Customer Export Template 1. Go to Front of the House > Point of Service > Imports/Exports > Customer Export Template (400917). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. The details screen displays. 3. Enter the Export Description. 4. Choose the Export Type. Add Export Fields to the Template 5. On the Setup Export Fields tab, click Add item. 6. Select all the appropriate Export Fields. 7. Select Skip in the Export Field section to ignore a field in the export file. If you need to insert more than one skip field, then choose the correct value in the Number of Skip Fields to Add field. 8. Click OK. 9. Use the up and down arrows to modify the order of the export fields as needed. 10. Mark the items that need to be translated. Front of the House Tasks (410046) Imports/Exports (410049) 6-13

58 11. Set up any other necessary information on the Setup Export Fields tab. Set up Export Translations 12. On the Translations tab, select an Export Field you want to set up the translation for. NOTE The Exported Fields displaying on the Translations tab comes from the Export Fields that are marked for Translation on the Setup Export Fields tab. 13. Click Add/Update Translations. The Exported Value column automatically display the information that you can translate from the system. 14. Enter the Translated Value for each Exported Value item. 15. Repeat step 12 through 16 to complete all the translation setup. Set up Export Path 16. On the Export File Path tab, click the Browse button [...] to the location where you want to export the information to. 17. Enter the export File Name. Set up the Automatic Export Schedule 18. On the Schedule Export tab, choose the applicable frequency during which the export process should run. 19. Click Add. The Windows scheduled task screen displays. 20. Specify the Run as user and click Set password... to enter the password of the specified Run as user. IMPORTANT Do not modify the Run or the Start in fields on the screen. Otherwise, the scheduled export will not run correctly. If the password of the Run as user is changed, you will have to click Set password to enter the new password. Otherwise, the scheduled export will not run. 21. On the Schedule tab, set up the reoccurring schedule you want the export to run automatically. 22. On the Settings tab, set up any other applicable settings. 23. Click OK. 24. Select the Run as User. All the changes made to the database during execution of the scheduled task is stamped with this user. Set up Patrons you Want to Export 25. On the Applications tab, select the patrons that you want to export. For example, to choose only students that are active and have not been deleted, select the following options: Only Active Only Not Deleted Only Students 26. If necessary, enter the format in which dates should be exported. 27. Choose the format in which blank dates should be exported. Set up the Sites you Want to Export 28. On the Export Sites/Groups tab, select the sites that you want to export. 29. Mark Create Individual Export File for Each Site if applicable. 30. Click Save Front of the House Tasks (410046) Imports/Exports (410049)

59 Export Customers (410055) Refer the following topics to become familiar with this feature. WHAT IS THIS? HOW DO I? Export Customers Screen Definitions (410055) page 6-15 Export Customers page 6-15 This option will allow you to export student information. Data may be exported to the SIS system or another system that needs the eligibility information system. Export Customers Screen Definitions (410055) Review the following screen components to become familiar with the related tasks. Export Customers Screen Definitions Export Customers Based on Template Export Use the export you want to run. Click to start the export. Export Customers 1. Go to Front of the House > Point of Service > Imports/Exports > Export Customers. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Select the export template from the Export Customers Based on Template drop-down list. 3. Click Export. A file is created at the specified template export path and formats and translates the fields specified in the template. Verify that the correct number of customer are exported. Customer Transfer Definitions and Tasks (410058) Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Customer Transfer Screen Definitions (410058) page 6-16 Transfer Customers page 6-16 Depending on the management level assignment for the site you are logged into, you may or may not be able to transfer customers from one site to another. Front of the House Tasks (410046) Customer Transfer Definitions and Tasks (410058) 6-15

60 Customer Transfer Screen Definitions (410058) Review the following screen components to become familiar with the related tasks. Customer Transfer Screen Definitions Site All Sites Customer ID Last Name First Name Search Reset Select the site you want to transfer the student from. If the site for which you are logged in is not marked to Display Parent Site in Site Selection Screens on the Global System Options screen in System Management, the parent site name will not display. Mark to display all sites. If this option is selected, a list of customers assigned to the site for which you are logged in and any associated child sites will display in the Customer Information section. Enter any part of the ID for the customer you want to search for. Enter any part of the last name of the customer you want to search for. Enter enter any part of the first name of the customer you want to search for. Click this to view a list of customers matching the specified search criteria. Click this to clear the search criteria. Customer Information Section: Customer ID Column Last Name Column First Name Column Customer ID Name Current Site Transfer Site Transfer Clear Close Displays the customer ID. Displays last name of the customer assigned to the selected site. Displays the first name of the customer assigned to the selected site. Displays the ID of the selected customer. Displays the name of the selected customer. Displays the site ID, site name and parent site name for the site the customer is currently enrolled. Select the site to transfer the customer to. Click to transfer the selected customer. Click to clear the Transfer Site selection. Click to exit the screen. Transfer Customers 1. Go to Front of the House > Point of Service > Customer Transfer (400013). The Customer Transfer screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Search for the customer you want to transfer Front of the House Tasks (410046) Customer Transfer Definitions and Tasks (410058)

61 3. Select the customer. 4. Select the Transfer Site where you want to transfer the student to. 5. Click Transfer. The customer is transferred to the specified site. A confirmation message displays. 6. Click OK. 7. Click Close. After completing the transfer, select the customer on the Customers screen to update the track and homeroom assignments for the customer at the new site. Customers Screen Definitions and Tasks Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Customers Query Screen Definitions (410047) page 6-17 Customers Details Screen Definitions (400008) page 6-18 Add a Customer page 6-23 Attach a Photo page 6-23 Inactivate/Activate a Customer page 6-24 Edit Customer Information page 6-24 From the Customers menu, you can search for a customer, add or edit customer information, and add account function information. Customer information can be imported and exported. Refer to Imports/ Exports (400009) for information on creating templates, importing and exporting customers. Customers Query Screen Definitions (410047) Review the following screen components to become familiar with related tasks. Customers Query Screen Definitions Site Customer ID PIN First Name Last Name Grade Generic Patron(s) Search Reset (Filter) Select to filter the list of customers by site. Enter the ID of the customer you want to search for. Enter the personal identification number (PIN) of the customer you want to search for. Enter the first name of the customer you want to search for. Enter the last name of the customer you want to search for. Enter the grade of the customers you want to search for. Mark to display generic patrons only. Select to display the search results. Select to clear the search criteria entered in the Search Criteria section and to refresh the list to display all customers. Select to filter the records in the column. Refine the list by selecting within the drop-down list. Front of the House Tasks (410046) Customers Screen Definitions and Tasks 6-17

62 Customers Details Screen Definitions (400008) Refer to the following topics for information on this feature. Address Tab page 6-21 Mailing Address Tab page 6-21 Guardian Tab page 6-21 Status Tab page 6-22 Race Tab page 6-22 RELATED TOPICS Review the following screen components to become familiar with the related tasks. NOTE One or more options/fields may not display based on your setup. Customer Details Screen Definitions ID# Site PIN Get PIN First Name Middle Name Last Name Nickname Phone# Enter the unique alpha/numeric ID for the customer. This ID is used to link all customers to their sales transactions.the system will notify you if you attempt to enter a duplicate ID. Displays the Site ID and Site Name to which the customer is assigned. Enter a numeric personal identification number for use at the point of service. You can enter a specific PIN or you can click Get PIN to automatically generate a PIN. The system displays an alert when a duplicate PIN is entered when the PINs are Unique Across District option is selected in Site Maintenance (100200/100031) > Front of the House Setup tab > Site POS PIN Options sub-tab. Select to generate a personal identification number. Generation is based on the PIN generation settings on the Site Maintenance screen > Front of the House Setup tab > Site POS PIN Options tab in the System Management module. Enter the customer s first name. Enter the customer's middle name. Enter the customer's last name. Enter a name the customer is accustomed to being referred to as, if different from their first name. Enter the customer's address. Enter the customer's telephone number Front of the House Tasks (410046) Customers Screen Definitions and Tasks

63 Customer Details Screen Definitions Issue # Language Date of Birth Track Grade Homeroom Eligibility Gender Vending Charge Limit Low Balance Spend Limit Meal Plan Enter the issue number for this customer's card. When a card with a new issue number is assigned, the old card will no longer be able to be used. If the issue number assigned to a card is greater than the issue number stored in the database, the database will automatically be updated. If a customer attempts to use a card that has an issue number less than the issue number stored in the database, the transaction will not be allowed. Choose the customer's native language. If you have set up letters in other languages, then you can use this field to specify the customers that speak in the other languages for which you have created letters. Enter the customer's date of birth. You can also select the date from the pop-up calendar. Choose the customer s track assignment. Choose the customer's grade assignment. Choose the customer's homeroom assignment. Choose the customer's eligibility assignment. Choose the customer's gender: male or female. Choose whether or not the customer is allowed to purchase meals at a vending machine or can only purchase a la carte items Enter the maximum amount that can be charged across all accounts assigned to the customer. This will help prevent charges in a large amount to the customer s accounts when he/she continuously does not have funds available or cash on hand. A message displays to notify the cashier that the current sale exceeds the customer's charge limit. Enter the amount that is used to notify the customer when the combined total of all account balances has fallen below his/her requested or predetermined low balance minimum. This will allow the customer to replenish the funds in their account to avoid charges or having to pay cash. Enter the maximum amount the customer is allowed to spend per day. If a customer is spending more than the set limit at point of sale, a message displays. You can either remove some items from the transaction to reduce the amount to the spend limit, or overwrite the spend limit and let the customer purchase all the food he/she wants. Choose a meal plan. All existing meal plans are available for selection. Refer to Meal Plan Setup (400730) on page 11-1 for information on maintaining meal plans. Front of the House Tasks (410046) Customers Screen Definitions and Tasks 6-19

64 Customer Details Screen Definitions Meal Plan Details Account Name Column Balance Column Block Charges Block Check Sales Generic Account Functions Inactivate Customer View History Finger Imaging Photo Section Attach Photo Clear Photo Displays the accounts for the selected meal plan. If you decide to change the customer's meal plan at a later date, accounts are adjusted to $0.00 and reset to the initial balances set in the newly assigned meal plan. Displays the name of the each account assigned to the meal plan. Displays the initial balance based on the account setup or the existing balance, for each account assigned to the meal plan. Choose whether or not the customer is allowed to charge purchases at the point of service. Choose whether or not customers can pay by check at the point of service. Choose whether or not the customer is being set up as a generic customer for use at the point of service to track sales. This feature can be used to process sales for guests, new customers, employees, etc. that have not been entered in the system. These buttons can also be used with the Sell by Group feature. You can set up to 12 Generic - No ID customers for use at the point of service. Displays the Accounts Functions/Maintenance screen, which allows you perform various maintenance functions to the customer's accounts. Select to inactivate a customer that is no longer needed at the point of service. An inactivated customer will not appear on reports, will not be available for selection at the point of service and will no longer be marked as active on the Customers query screen. You can reactivate the customer by clicking the Activate Customer toggle button on the Customers screen or by marking the Active checkbox on the Customers query screen. Changes will not be effective until you select Save. Select to view or print detailed transaction information for the selected customer from the Report Viewer screen. You can also view or print this report for a selected date range from the Report Center module. Select to add set up finger images for a customer. This button will only display if you are configured to use a biometric device. Displays the selected.bmp or.jpg image chosen to identify a customer at the point of service when their account is accessed Select to browse for a photo to attach to the customer record. Select to detach the photo from the customer record Front of the House Tasks (410046) Customers Screen Definitions and Tasks

65 Address Tab Enter the customer's residential address on the Address tab. Review the following screen components to become familiar with the related tasks. Customers Screen - Address Tab Definitions Address 1/Address 2 City State ZIP Code Country Enter up to two lines for the customer's address. Enter the name of the city. Enter the name of the state. Enter the ZIP code. Enter the name of the country. Mailing Address Tab Enter the customer's mailing address information, if different from the residential address. Review the following screen components to become familiar with the related tasks. Customers Screen - Mailing Address Tab Definitions Address 1/Address 2 City State ZIP Code Country Use Mailing Address Enter up to two lines for the customer's address. Enter the name of the city. Enter the name of the state. Enter the ZIP code. Enter the name of the country. Mark to use the address on the Mailing Address tab instead of the one on the Address tab when you print the Point of Service letters. Guardian Tab Enter guardian contact information for the student on the Guardian tab. Review the following screen components to become familiar with the related tasks. Customers Screen - Guardian Tab Definitions First Name Last Name Address 1/Address 2 City State Zip Code Country Main Phone Other Phone Enter the guardian's first name. Enter the guardian's last name. Enter up to two lines for the guardian's address. Enter the guardian s city. Enter the guardian s state. Enter the guardian s ZIP code. Enter the name of the guardian s country. Enter the guardian's primary phone number. Enter an additional contact number for the guardian. Front of the House Tasks (410046) Customers Screen Definitions and Tasks 6-21

66 Status Tab On the Status tab, you can either manually enter or view application status information imported from an external program or populates from the Free & Reduced module. The information is view-only if you use the Free & Reduced module. Review the following screen components to become familiar with the related tasks. Customers Screen - Status Tab Definitions Effective Date Expiration Date Application Date Processed Date Application Status Next Eligibility View Application Displays the date the assigned eligibility status becomes active. Displays the date the temporary eligibility status expires. Displays the date an application is entered. Displays the date an application is processed. Displays the eligibility status assigned to the customer based on the family's case or income. Displays the eligibility to assign when the temporary status expires. Click to view the student s free and reduced application. The button is disabled if the student does not have an application. Race Tab Use the race tab to keep track of the student race and ethnicity information. Review the following screen components to become familiar with the related tasks. TIP Use the Race and Ethnicity Report (800201) to view the race and ethnicity counts. Customers Details Screen - Race Tab Definitions Ethnicity: Hispanic or Latino Races Mark if the student s ethnicity is Hispanic or Latino. Leave it unmarked if the student is non-hispanic or non-latino. Use the mover control to indicate the student race. You can choose one or more of the following races: American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White 6-22 Front of the House Tasks (410046) Customers Screen Definitions and Tasks

67 Add a Customer 1. Go to Front of the House > Point of Service > Customers (400005). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Click New. The details screen displays. 3. Click Get PIN. A PIN number is automatically generated. 4. Enter the customer s information in the First Name, Middle Name, Last Name, and Phone # fields. 5. Choose the appropriate information from the Meal Plan, Language, Date of Birth, Track, Grade, Homeroom, Eligibility, Gender, Vending drop-down lists. 6. Enter the maximum amount allowed to be charged to the account in the Charge Limit field. 7. Enter the lowest balance allowed on the account before a notice is sent in the Low Balance field. 8. Enter the customer s address information on the Address and Mailing Address tabs. 9. Enter the customer s guardian information on the Guardian tab. 10. Enter the customer s category and classification information on the Group Memberships tab. 11. Enter any alerts or comments on the Alerts tab. 12. Click Save. Attach a Photo To import a photo for a few customers, follow the instructions below. To import a large amount of photos, go to Point of Service > File Setup > Customer Setup > Photo Import (400713). 1. Go to Front of the House > Point of Service > Customers (400005). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Search and double-click the customer. The details screen displays. 3. Click Attach Photo. The File Dialog screen displays. 4. Browse to the customer s photo that is in a.jpg or.bmp format. The file name does not have to be the same as the customer s ID using method. 5. Click Open. The picture is imported to the details screen. 6. Click Save. Front of the House Tasks (410046) Customers Screen Definitions and Tasks 6-23

68 Inactivate/Activate a Customer 1. Go to Front of the House > Point of Service > Customers (400005). The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Search for and double-select the customer. The details screen displays. 3. Use the following information to complete the tasks. IF Inactiving a customer Activating THEN a. Click Inactive Customer. A message displays stating the current status of the customer. a. Click Activate Customer. A message displays stating the current status of the customer. 4. Select OK. 5. Select Save. Edit Customer Information 1. Go to Front of the House > Point of Service > Customers. The query screen displays. NOTE Access this screen from the Free and Reduced module if you do not have the Point of Service module. 2. Search and double-click the customer. The details screen displays. 3. Make the required edits. 4. Click Save Front of the House Tasks (410046) Customers Screen Definitions and Tasks

69 FREE AND REDUCED REPORTS Chapter 7 Application Audit Report (800133) This report displays an audit report for applications on file which will include the household, student, member, and history information for each application. RELATED TOPICS Report Criteria for Application Audit Report Screen Definitions (800133) page 7-1 Application Audit Report Definitions page 7-1 Report Criteria for Application Audit Report Screen Definitions (800133) Choose the header information, report type, sort order and footer information and the following criteria. Report Criteria for Application Audit Report Screen Definitions Processed Date Audit Date Application Number Range Audit CD Selection Select All, From, To, and Report Range. for a specific time period such as today, week to date, month to date, etc. Select All, From, To, and Report Range. for a specific time period such as today, week to date, month to date, etc. Enter an application number range. Select path for audit CD. Application Audit Report Definitions This report displays the following information. Application Audit Report Descriptions Application # Household Size Date Last Changed Household Income Date Created Date Last Processed Income Frequency Date Verified Displays the application number. Displays the household size. Displays the date the application was last changed. Displays the total household income. Displays the date the application was created. Displays the date the application was last processed. Displays the income frequency of the household. Displays the date the application was verified. Free and Reduced Reports Application Audit Report (800133) 7-1

70 7-2 Free and Reduced Reports Application Audit Report (800133)

71 Application Counts Summary Report (800188) This report displays counts of students based on eligibility statuses for each site or for counts of applications based on eligibility statuses for all sites. It is useful to verify the application counts at the start of verification. RELATED TOPICS Report Criteria for Application Counts Summary Report Screen Definitions (800188) page 7-3 Application Counts Summary Report Definitions page 7-3 Report Criteria for Application Counts Summary Report Screen Definitions (800188) Choose the header information, site, footer information and the following criteria. Report Criteria for Application Counts Summary Report Screen Definitions Print Through Date Type of Counts Select the date. All the applications entered as of the end of the specified date are counted. Choose to display the Student Counts Summary or the Application Counts Summary. Application Counts Summary Report Definitions The report displays the site description and date, as well as the individual counts and totals for the free and reduced student statuses. Free and Reduced Reports Application Counts Summary Report (800188) 7-3

72 HORIZON DISTRICT OFFICE Application Counts Summary Printed: 06/20/ :10 AM Date through: 6/9/2011 Free Income Free Categorical Free Categorical Foster Free IC Income Temp Free Income Temp Free Grace Red. Income Red. IC Income All Sites Totals: Temp Red. Grace Temp Red. Income Denied Income Denied Expired Denied Not Valid Signer Denied Inactive Denied Verif. Denied Not Valid Denied IC Income No App. Do Not Qualify Refused Benefits (c) 2005 Horizon Software International, LLC. All rights reserved. Application Counts Summary Report Page 1 of Free and Reduced Reports Application Counts Summary Report (800188)

73 Application Import Exception Report (800252) The report displays selected exceptions during Free and Reduced imports from Application Scanning. RELATED TOPICS Report Criteria for Application Import Exception Report Screen Definitions (800252) page 7-5 Application Import Exception Report Definitions page 7-5 Report Criteria for Application Import Exception Report Screen Definitions (800252) Choose the header information, footer information, and the following criteria. Report Criteria for Application Import Exception Report Screen Definitions Import Date Foster Child FDPIR No Income SNAP/TANF with Income Zero Household Size Select the starting and the ending date for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date, can include a single quarter, or calendar year. Mark to include the exceptions that applications are foster child on the report. Mark to include the exceptions that applications are with FDPIR case on the report. Mark to include the exception that applications do not have an income on the report. Mark to include the exceptions that applications with SNAP or TANF case have income entered on the report. Mark to include the exceptions that applications have zero household size on the report. Application Import Exception Report Definitions The report displays the following information. Application Import Exception Report Definitions Import Date/Time Import File Name ID Batch # Line # Exception Displays the date and time the import from Application Scanning occurred. Displays the name of the import file. Displays the name of the students that was imported. Displays the identification number. Displays the batch number of the application that was imported. Displays the line number of the application that was imported. Displays the specific exception for the application. Free and Reduced Reports Application Import Exception Report (800252) 7-5

74 Categorical Verification Roster (800155) This report displays a list of students that were selected approved categorical free before verification. RELATED TOPICS Report Criteria for Categorical Verification Roster Screen Definitions (800155) page 7-6 Categorical Verification Roster Report Definitions page 7-6 Report Criteria for Categorical Verification Roster Screen Definitions (800155) Choose the header information, site, footer information and the following criteria. Report Criteria for Categorical Verification Roster Screen Definitions Student Case Selection Choose to print the report for all or individual student case type. Categorical Verification Roster Report Definitions The report displays the following information. Application Number Student Student Social Security Number Case Case Number Signer Signer Social Security Number Displays the application number from Free and Reduced. Displays the student name. Displays the student social security number. Displays the student case type. Displays the student case number. Displays the signer name. Displays the signer social security number. 7-6 Free and Reduced Reports Categorical Verification Roster (800155)

75 Free and Reduced Reports Categorical Verification Roster (800155) 7-7

76 Change in Benefits Roster Report (800192) This report displays a list of students whose benefits have been changed during the specified date range. The report shows the date of change and the household incomes, statuses, and household sizes prior to and after the benefit change. NOTE Usually, a 10 day grace period is applied when a reduction in benefits to a student has occurred. During this time, the student keeps his original eligibility, and the pending eligibility changes. The student will not appear on the report until the grace period ends and his status actually changes. The same is true for any temporary eligibility due to rollover. The report does not reflect case changes or changes due to other students on the same application. RELATED TOPICS Report Criteria for Changes in Benefits Roster Report Screen Definitions (800192) page 7-8 Changes in Benefits Roster Report Definitions page 7-8 Report Criteria for Changes in Benefits Roster Report Screen Definitions (800192) Choose the header information, site, footer information and the following criteria. Report Criteria for Changes in Benefits Roster Report Screen Definitions Date Select all or a specific date range. Changes in Benefits Roster Report Definitions The report displays the following information. Change in Benefits Roster Report Definitions School School ID Student Name Student ID School ID Application Number Date Changed Old: Status Household Income Household Size Displays the site name. Displays the identification number of the site. Displays the number of the student whose eligibility has changed. Displays the identification number of the student. Displays the identification number of the site which the student belongs to. Displays the student s free and reduced application number. Displays the date when the student eligibility was changed. Displays the student eligibility status prior to the change in benefits. Displays the income of the student household prior to the change in benefits. Displays the student s household size prior to the change in benefits. 7-8 Free and Reduced Reports Change in Benefits Roster Report (800192)

77 Change in Benefits Roster Report Definitions New: Status Household Income Household Size Displays the student eligibility status after the change in benefits. Displays the income of the student household after the change in benefits. Displays the student s household size after the change in benefits. Free and Reduced Reports Change in Benefits Roster Report (800192) 7-9

78 HORIZON DISTRICT OFFICE Change in Benefits Roster School: School ID: Horizon Sample Site Student Name Student ID School ID Application Number ARRINGTON, CASSEE ******* Old ******* Household Household ******* New ******* Household Household Date Changed Status Income Size Status Income Size 01/20/2010 Denied - Not Valid Signature Temp Free-Income Student Name Student ID School ID Application Number ALLEN, NAJEE ******* Old ******* Household Household ******* New ******* Household Household Date Changed Status Income Size Status Income Size 07/01/2009 Denied - Not Valid Signature Denied-Not Valid /01/2009 Denied-Not Valid Denied-Income 10, /01/2009 Denied-Income 10, Denied-Not Valid 10, /20/2010 Denied-Not Valid 10, Denied-Income 20, (c) 2005 Horizon Software International, LLC. All rights reserved. Change In Benefits Roster Report Page 1 of Free and Reduced Reports Change in Benefits Roster Report (800192)

79 Changes to Verification Population (800157) This report displays a list of students that were added or deleted from verification population. RELATED TOPICS Report Criteria for Changes to Verification Population Screen Definitions (800157) page 7-11 Changes to Verification Population Report Definitions page 7-11 Report Criteria for Changes to Verification Population Screen Definitions (800157) Choose the header information, report type, footer information and the following criteria. Report Criteria for Changes in Verification Population Screen Definitions Report Selection You can choose to print applications that have been added, removed or both from the verification population. Changes to Verification Population Report Definitions The report displays the following information. Changes in Verification Population Descriptions Applications Added to Verification Applications Removed from Verification Displays Date Added to Verification, Application Number, Student Name, Student Number, Student Social Security Number, Signer Name, Signer Social Security Number, and Total Applications. Displays Date Removed from Verification, Application Number, Student Name, Student Number, Student Social Security Number, Signer Name, Signer Social Security Number, Total Applications, and Percent of Population. Free and Reduced Reports Changes to Verification Population (800157) 7-11

80 Total Applications Free and Reduced Reports Changes to Verification Population (800157)

81 Civil Rights Report (800201) With this report, you can view the demographic information of students who are receiving Free and Reduced benefits. It displays the number of students with the following eligibilities per ethnic group for specified sites and dates. Free Reduced Temporary Free Temporary Reduced Denied Withdrawn Inactive RELATED TOPICS Report Criteria for Civil Rights Report Screen Definitions (800201) page 7-13 Civil Rights Report Definitions page 7-13 Report Criteria for Civil Rights Report Screen Definitions (800201) Choose the header information, site, footer information, and the following criteria. Report Criteria for Civil Rights Report Screen Definitions Date Select the starting and the ending date for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date, can include a single quarter, or calendar year. Civil Rights Report Definitions The report displays the following information. Civil Rights Report Definitions Group Free Reduced Tmp Free Tmp Reduced Denied Withdrawn Inactive Displays each ethnic group. Displays the number of students with Free eligibility in each ethnic group. Displays the number of students with Reduced eligibility in each ethnic group. Displays the number of students with Temporary Free eligibility in each ethnic group. Displays the number of students with Temporary Reduced eligibility in each ethnic group. Displays the number of students with Full Pay eligibility in each ethnic group. Displays the number of withdrawn students in each ethnic group. Displays the number of inactive students in each ethnic group. Free and Reduced Reports Civil Rights Report (800201) 7-13

82 HORIZON DISTRICT OFFICE Civil Rights Report 0 - (No Site) Group Free Reduced Tmp Free Tmp Reduced Denied Withdrawn Inactive Not Answered Total for HORIZON DISTRICT OFFICE Group Free Reduced Tmp Free Tmp Reduced Denied Withdrawn Inactive Not Answered Total for Horizon Sample Site 1 Group Free Reduced Tmp Free Tmp Reduced Denied Withdrawn Inactive Not Answered Total for (c) 2010 Horizon Software International, LLC. All rights reserved. Civil Rights Report Page 1 of Free and Reduced Reports Civil Rights Report (800201)

83 Eligibility Audit Report (800132) This report displays the current eligibility status code for each customer. RELATED TOPICS Report Criteria for Eligibility Audit Report Screen Definitions (800132) page 7-15 Eligibility Audit Report Definitions page 7-15 Report Criteria for Eligibility Audit Report Screen Definitions (800132) Choose the header information, site, footer information, and the following criteria. Report Criteria for Eligibility Audit Report Screen Definitions Student Eligibility Select All or Individual Selection to display eligibility selection. Eligibility Audit Report Definitions The report displays the following information. Eligibility Audit Report Definitions Application Number Student Name Student ID School Eligibility Displays the application number from the Free and Reduced application. Displays the student name. Displays the student ID. Displays the student school. Displays the student eligibility. Free and Reduced Reports Eligibility Audit Report (800132) 7-15

84 7-16 Free and Reduced Reports Eligibility Audit Report (800132)

85 Eligibility Summary Report (800131) - Standard This report displays a list of the student counts for free and reduced statuses for every site in the district. RELATED TOPICS Report Criteria for Eligibility Summary Report - Standard Screen Definitions (800131) page 7-17 Eligibility Summary Report - Standard Report Definitions page 7-17 Report Criteria for Eligibility Summary Report - Standard Screen Definitions (800131) Choose the header information, site, footer information, and the following criteria. Report Criteria for Eligibility Summary Report Screen Definitions Print a breakdown by student case Mark to print a second page with categorically free and reduced counts; for example, SNAP, Foster, TANF, Headstart. Eligibility Summary Report - Standard Report Definitions The report displays the following information. Eligibility Summary Report Descriptions Site Total Free Total Reduced Total Full Paid Total Inactive Temporary Free Temporary Reduced Food Stamps TANF Direct Certified Foster Child Displays the site name. Displays the total number of free students. Displays the total number of reduced students. Displays the total number of full paid students. Displays the total number of inactive students. Displays the total number of temporary free students. Displays the total number of temporary reduced students. Displays the total number of students receiving food stamp (SNAP) benefits. Displays the total number of students receiving TANF benefits. Displays the total number of direct certified students. Displays the total number of students that are foster children. Free and Reduced Reports Eligibility Summary Report (800131) - Standard 7-17

86 HORIZON DISTRICT OFFICE Eligibility Summary Site Total Free Total Reduced Total Full Paid Total Inactive Temporary Free Temporary Reduced Food Stamps TANF Direct Certified Foster Child HORIZON DISTRICT OFFICE Horizon Sample Site Horizon Sample Site Totals (c) 2005 Horizon Software International, LLC. All rights reserved. Eligibility Summary Report Page 1 of Free and Reduced Reports Eligibility Summary Report (800131) - Standard

87 Eligibility Summary Report (800131) - Student Case Breakdown This report displays a listing of every site in the district and eligibility summary information for each. RELATED TOPICS Report Criteria for Eligibility Summary Report - Student Case Breakdown Screen Definitions (800131) page 7-19 Eligibility Summary Report - Student Case Breakdown Definitions page 7-19 Report Criteria for Eligibility Summary Report - Student Case Breakdown Screen Definitions (800131) Choose the header information, site, footer information, and the following criteria. Report Criteria for Eligibility Summary Report Screen Definitions Print a breakdown by student case Mark to have the report breakdown by student case to give more detailed information categorical free students. This is not marked by default and gives the eligibility breakdown by standard eligibilities. Eligibility Summary Report - Student Case Breakdown Definitions The report displays the following information. Eligibility Summary Report Descriptions Site SNAP (Food Stamps) TANF Direct Certified Foster Child FDPIR (Registered Indian) Institutionalized Child Homeless Runaway Migrant Youth Headstart/Evenstart Displays the site name. Displays the total number of students receiving food stamps benefits. Displays the total number of students receiving TANF benefits. Displays the total number of direct certified students. Displays the total number of students that are foster children. Displays total number of students that are Registered Indians. Displays the total number of institutionalized children. Displays the total number of homeless students receiving benefits. Displays the total number of runaway students receiving benefits. Displays the total number of migrant youth receiving benefits. Displays the total number of Headstart and Evenstart students receiving benefits. Free and Reduced Reports Eligibility Summary Report (800131) - Student Case Breakdown 7-19

88 7-20 Free and Reduced Reports Eligibility Summary Report (800131) - Student Case Breakdown

89 Enrollment Summary Report (800134) This report displays a listing of total enrollment at each site broken down by the number of applications or students with eligibility statues. Also, the report displays the number of students who are inactive, have not submitted an application, or refused benefits. RELATED TOPICS Report Criteria for Enrollment Summary Report Screen Definitions (800134) page 7-21 Enrollment Summary Report Definitions page 7-21 Report Criteria for Enrollment Summary Report Screen Definitions (800134) Choose the header information, site, footer information, and the following criteria. Report Criteria for Enrollment Summary Report Screen Definitions Print for Date Report Format to Print-Prints Counts Only Report Format to Print-Print Percentages and Counts Type of Counts Exclude PreK and Kindergarten students Select a specific date to print. Select to print counts only. Select to print percentages and counts. Choose to display the Enrollment Summary for Student Counts or the Enrollment Summary for Application Counts. Select to exclude PreK and Kindergarten students from report. Enrollment Summary Report Definitions The report displays the following information. Enrollment Summary Report Descriptions Site Free Temporary Free Reduced Temporary Reduced Denied Do Not Qualify No Application Refused Benefits Total Enrollment Inactive Displays the site name is displayed. Displays the number of free students. Displays the number of temporary free students. Displays the number of reduced students. Displays the number of temporary reduced students. Displays the number of denied students. Denied-Do Not Qualify counts are included in the Denied column on the Print Percentages and Counts report format. Displays the number of students whose eligibility is Denied-Do Not Qualify. Column displays on Print Counts Only report format. Displays the number of students with no application on file. Displays the number of students who refused benefits. Displays the total number of active students for the site. Displays the total number of inactive students for the site. Free and Reduced Reports Enrollment Summary Report (800134) 7-21

90 7-22 Free and Reduced Reports Enrollment Summary Report (800134)

91 Optional Fields Roster Report (800190) This report displays a roster report for students on applications that have at least one of the optional fields set as Yes. NOTE The optional fields can be set up in the Application Additional Program Field Labels section on the Front of the House > Free and Reduced > File Setup > System Options screen > Additional Programs tab (410018). RELATED TOPICS Report Criteria for Optional Fields Roster Report Screen Definitions (800190) page 7-23 Optional Fields Roster Report Definitions page 7-23 Report Criteria for Optional Fields Roster Report Screen Definitions (800190) Choose the header information, site selection, and the footer information. Optional Fields Roster Report Definitions The report displays the following information. Optional Fields Roster Report Definitions Student Name ID Application Number Undefined Total YES Students for SITE X Total YES Students for all sites Displays the name of the student. Displays the identification number of the student. Displays the student s free and reduced application number. Displays the status of the student for the optional program. The column header should appear as how you set it up on the Front of the House > Free and Reduced > File Setup > System Options screen > Additional Programs tab (410018). Displays the total number of students whose status for the optional program is YES for the site. Displays the total number of students whose status for the optional program is YES for all sites. Free and Reduced Reports Optional Fields Roster Report (800190) 7-23

92 Central Office Sample Site Sample Site Sample Site D 7-24 Free and Reduced Reports Optional Fields Roster Report (800190)

93 Pending Status Roster Report (800191) This report displays a list of free and reduced applications soon to change status due to the grace period expiring within a specified number of days. RELATED TOPICS Report Criteria for Pending Status Roster Report Screen Definitions (800191) page 7-25 Pending Status Roster Report Definitions page 7-25 Report Criteria for Pending Status Roster Report Screen Definitions (800191) Choose the header information, site, and the footer information. Pending Status Roster Report Definitions The report displays the following information. Pending Status Roster Report Definitions Site Name Application Number Pending Eligibility Displays the site ID and name. Displays the name of the student with a pending eligibility status. Displays the free and reduced application number of the student with a pending eligibility status. Displays the pending eligibility of the student. Free and Reduced Reports Pending Status Roster Report (800191) 7-25

94 7-26 Free and Reduced Reports Pending Status Roster Report (800191)

95 Reinstated Students (800156) This report displays a list of students reinstated after successful completion of verification. RELATED TOPICS Report Criteria for Reinstated Students Screen Definitions (800156) page 7-27 Reinstated Students Report Definitions page 7-27 Report Criteria for Reinstated Students Screen Definitions (800156) Choose the header information, footer information, and the following criteria. Report Criteria for Reinstated Students Screen Definitions Reinstated by Date Select the date to display reinstated students. Reinstated Students Report Definitions The report displays the following information. Reinstated Students Descriptions Student Name Student ID Eligibility Processed Date School Application Number Total Applications Total Students Displays the student name. Displays the student ID. Displays the student eligibility. Displays the processed date. Displays the students school. Displays the student application number. Displays the total number of applications. Displays the total number of students. Free and Reduced Reports Reinstated Students (800156) 7-27

96 7-28 Free and Reduced Reports Reinstated Students (800156)

97 Related Applications Report (800202) This report displays a list of applications with the same address and/or guardian social security number. Use this report to audit applications with same address and/or guardian social security number. Therefore, you can make proper changes to applications that have incorrect address or guardian SSN. RELATED TOPICS Report Criteria for Related Application Report Screen Definitions (800202) page 7-29 Related Applications Report Definitions page 7-29 Report Criteria for Related Application Report Screen Definitions (800202) Choose the header information, site, footer information, and the following criteria. Report Criteria for Related Application Report Screen Definitions Match Applications Based On: Include applications with students or more Select to print applications with the same Address, Guardian SSN, or both. If you want to view applications with X number of students or more, enter X. Related Applications Report Definitions The report displays the following information. Related Applications Report Definitions Address Guardian SSN Student Name Student ID Site ID Grade Application Number Displays the address of the household on the applications. Only displays when the Address or Address + Guardian SSN option is the criteria. Displays the guardian social security number on the applications. Only displays when the Guardian or Address + Guardian SSN option is the criteria. Displays the student name. Displays the student identification number. Displays the identification number of the school. Displays which grade the student is in. Displays the student s Free and Reduced application number. Free and Reduced Reports Related Applications Report (800202) 7-29

98 HORIZON DISTRICT OFFICE Related Applications Report Address: NA Guardian SSN: NA Student Name Student ID Site ID Grade BROWN GERRIE Application Number Address: 12, Swainsboro Guardian SSN: NA Student Name Student ID Site ID Grade Application Number AIKENS SHARON ALLEN RIDGE Address: 120 Peachtree Street, Atlanta Guardian SSN: NA Student Name Student ID Site ID Grade Application Number Camp Lynn 00401FC4PW Address: 123 street, Swainsboro Guardian SSN: NA Student Name Student ID Site ID Grade Application Number ARRINGTON CASSEE Address: 435 James Street, Swainsboro Guardian SSN: NA Student Name Student ID Site ID Grade Application Number BROWN RASHONN Address: 78, Swainsboro Guardian SSN: Student Name Student ID Site ID Grade Application Number ALLEN NAJEE Address: 984 Lakefield Drive, Duluth Guardian SSN: NA Student Name Student ID Site ID Grade Application Number BROWN DENISE (c) 2005 Horizon Software International, LLC. All rights reserved. Related Applications Report Page 1 of Free and Reduced Reports Related Applications Report (800202)

99 Student Roster (800142) You can generate the following three reports: Student Roster report Imported Student Roster report Error Prone Roster report RELATED TOPICS Report Criteria for Student Roster Screen Definitions (800142) page 7-32 Student Roster Report Definitions page 7-33 Student Roster This report displays a roster with standard information for each student and allows the user to add an additional three columns of information, such as Pending Eligibility, Guardian Name, Processed Date, Expiration Date, Effective Date, and Changed Date. Imported Student Roster This report displays a list of students who are imported into the system via Application Scanning. Choose the following options and any other applicable criteria to print the Imported Student Roster. Report Type: Scanned Application Date: Scanned Date and a date range Error Prone Roster Report This report displays a list of students with Error Prone applications. To print the report, mark Error Prone, Monthly Income within x and specify the x amount. Free and Reduced Reports Student Roster (800142) 7-31

100 Report Criteria for Student Roster Screen Definitions (800142) Choose the header information, site, report type, group, sort, footer information, and the following criteria. Report Criteria for Student Roster Screen Definitions Date Student Eligibility Selection Student Case Selection Student Grade Selection Include Application Number Range Batch Number Range Active Application Status Inactive Application Status Active Student Status Inactive Student Status Include Invalid Applications Insert Page Break on Homeroom Change Insert Page Break on School Change Error Prone, Monthly Income with X Display Students with Negative Account Balance Select all or a specific date range, then choose from one of the following four as the date range you just specified: Processed Date: Choose to print the list of students with applications that were processed within the specified date range. Effective Date: Choose to print the list of students with applications that were effective within the specified date range. Processed and Changed: Choose to print the list of students with applications that were processed and changed within the specified date range. Changed Date: Choose to print the list of students with applications that were changed within the specified date range. Expiration Date: Choose to print the list of students with applications that expire within the specified date range. Scanned Date: Choose to print the list of students with applications that were imported into the system via Application Scanning within the specified date range. Select All or individual eligibilities. Select All or individual student cases, such as Food Stamps, Foster student, homeless stunned, TANF, etc. Select All or individual student grades. Select All or students with temporary benefits. Enter a range of application numbers to print on the report. Enter a range of batch numbers to print on the report. The option only applies for generating the Imported Student Roster. Mark to include applications with active status. Mark to include applications with inactive status. Mark to include applications of active students. Mark to include applications of inactive students. Mark to include applications with invalid data, such as a missing signature, social security number, etc. Mark to insert page breaks between applications with different homerooms on the report. Mark to insert page breaks between application with different schools on the report. Mark to include error prone applications on the report. Mark to display only students with negative balances for General, Meal, Bonus, and Earned accounts on the report Free and Reduced Reports Student Roster (800142)

101 Report Criteria for Student Roster Screen Definitions Report Columns Mark up to three columns from the following selection: Pending Eligibility, Guardian Name, Processed Date, Expiration Date, Effective Date, Changed Date, Import Date, Batch Number, and Imported Eligibility. There are three additional selections that may be defined for selection. Student Roster Report Definitions The report displays the following information. Student Roster Descriptions Student Name Student ID School/Site Grade Homeroom Application# Eligibility Imported Eligibility Displays the student name. Displays the student ID. Displays the school name. Displays the student grade. Displays the student homeroom. Displays the student application number. Displays the student eligibility. Displays the imported eligibility. This column only displays on the Imported Student Roster report. Free and Reduced Reports Student Roster (800142) 7-33

102 7-34 Free and Reduced Reports Student Roster (800142)

103 User Productivity Report (800199) The report displays a list of users who have added and/or edited Free and Reduced applications during a specified date range, along with the type of change, the section that was affected by the change, and the date of the change. The report helps you keep track of the users who have added and/or edited applications in the system. RELATED TOPICS Report Criteria for User Productivity Report Screen Definitions (800199) page 7-35 User Productivity Report Definitions page 7-35 Report Criteria for User Productivity Report Screen Definitions (800199) Choose the header information, footer information and the following criteria. Report Criteria for User Productivity Report Screen Definitions Activity Date Activity Type Select the starting and the ending date for the report. You can choose to run the report for all dates, a specific date range or a report period. Report periods can range from today to the year to date or can include a single quarter or calendar year. Choose one of the following options that you want to see on the report: All Created and Edited Activities: displays a list of users who have created and/or edited applications. Created Activities: displays a list of users who have created applications during the date range. Edited Activities: displays a list of users who have edited existing applications during the date range. User Productivity Report Definitions The report displays the following information. User Productivity Report Definitions User Name User Login Type Section Date Displays the name of the user. Displays the user s login ID. Displays whether the user added or edited an application. Displays the section that the user has created or modified. Displays the date the user created or edited an application. Free and Reduced Reports User Productivity Report (800199) 7-35

104 HORIZON DISTRICT OFFICE User Productivity Report User Name User Login Type Section Date Andrew - Thomas AThomas Edit 01/20/2010 Andrew - Thomas AThomas Edit 01/20/2010 Andrew - Thomas AThomas Edit 01/20/2010 Andrew - Thomas AThomas Edit 01/20/2010 Andrew - Thomas AThomas Edit 01/20/2010 Andrew - Thomas AThomas Edit 01/20/2010 Andrew - Thomas AThomas Create Student 01/20/2010 Andrew - Thomas AThomas Create Application 01/20/2010 Andrew - Thomas AThomas Edit 01/20/2010 Andrew - Thomas AThomas Edit 01/20/2010 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 ADMIN - ADMIN2 Total Items for AThomas 10 ADMIN2 Edit 01/20/2010 ADMIN2 Edit 01/20/2010 ADMIN2 Edit 01/20/2010 ADMIN2 Edit 09/17/2009 ADMIN2 Edit 09/04/2009 ADMIN2 Edit 07/02/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 07/01/2009 ADMIN2 Edit 06/30/2009 ADMIN2 Edit 06/30/2009 ADMIN2 Edit 06/30/2009 ADMIN2 Edit 06/30/2009 (c) 2005 Horizon Software International, LLC. All rights reserved. User Productivity Report Page 1 of Free and Reduced Reports User Productivity Report (800199)

105 Verification Roster (800154) This report displays a list of students selected for verification. RELATED TOPICS Report Criteria for Verification Roster Screen Definitions (800154) page 7-37 Verification Roster Report Definitions page 7-37 Report Criteria for Verification Roster Screen Definitions (800154) Choose the header information, sort by, footer information, and the following criteria. Report Criteria for Verification Roster Screen Definitions Application Selection Mark All Applications Selected for Verification, Applications with no Reply Date, Applications with no Follow-up Date, Applications with Follow-up but no Reply Date, or All Completed Applications. Verification Roster Report Definitions The report displays the following information. Verification Roster Descriptions Application Number Selected Follow Up Reply Direct Verified Verification Reason Displays the application number. Displays the selected date. Displays the follow up date. Displays the reply date. Displays the direct date. Displays the verified date. Displays the verification reason. Free and Reduced Reports Verification Roster (800154) 7-37

106 Free and Reduced Reports Verification Roster (800154)

107 Verification Summary (800153) This report displays a summary of the verification population. RELATED TOPICS Report Criteria for Verification Summary Screen Definitions (800153) page 7-39 Verification Summary Report Definitions page 7-39 Report Criteria for Verification Summary Screen Definitions (800153) Choose the header information, footer information, and the following criteria. Report Criteria for Verification Summary Screen Definitions Report Format Select Reporting Year Mark Standard Form (Detailed or Summary) or State Reporting. Select reporting year. Verification Summary Report Definitions The report displays the following information. Verification Summary Descriptions Applications on File Student Counts Random Focus Basic Selected for Verification Displays Total Number of Applications on File, Total Approved Applications, Total Income Based Approved Applications within Dollar limit, and Total Categorical Approved Applications. Displays two columns for October 1 and October 31 for Total Approved Based on Direct Certification, Total Approved Based on Homeless, Total Approved Based on Runaway, Total Approved Based on Migrant Youth, Total Approved Based on Head Start, Total Approved Based on Income, and Total Approved Based on Categorical Eligibility. Displays Random Percent and Random Number. Displays Focus Income Percent, Focus Income Number, Focus Dollar Limit, Focus Categorical Percent, and Focus Categorical Number. Displays Basic Income Percent, Basic Income Number, and Basic Dollar Limit. Displays Total Application Selected for Verification, Total Applications Selected for Focus Income, Total Applications Selected for Focus Categorical, Total Applications Selected for Basic Income, Total Applications Selected for Random, Total Applications for Cause, and Total Students Selected for Verification. Free and Reduced Reports Verification Summary (800153) 7-39

108 7-40 Free and Reduced Reports Verification Summary (800153)

109 Waived Confidentiality Report (800135) This report displays a listing of students whose applications are marked as Confidential. RELATED TOPICS Report Criteria for Waived Confidentiality Report Screen Definitions (800135) page 7-41 Waived Confidentiality Report Definitions page 7-41 Report Criteria for Waived Confidentiality Report Screen Definitions (800135) Choose the header information, report type, footer information and the following criteria. Report Criteria for Waived Confidentiality Report Screen Definitions Waived Confidential Insert Page Break on Homeroom Change Insert Page Break on School Change Select Selected, Not Selected, or Both. Mark this checkbox to insert a page break on homeroom changes. This checkbox is marked by default. Mark this checkbox to insert a page break on school changes. Waived Confidentiality Report Definitions The report displays the following information. Waived Confidentiality Report Descriptions Student ID Student Name School Name Eligibility Confidentiality Grade Homeroom/Section Displays the student ID. Displays the student name. Displays the school name. Displays the eligibility of the student. Displays yes if confidentiality is marked on the application. Displays the student grade. Displays the homeroom/section. Free and Reduced Reports Waived Confidentiality Report (800135) 7-41

110 Notes...a 7-42 Free and Reduced Reports Waived Confidentiality Report (800135)

111 FREE AND REDUCED LETTERS Chapter 8 Free and Reduced Letters Definitions and Tasks The software has several Free and Reduced notification letters for applicant to know if they have received or been denied benefits. This section will cover how to create and print letters. This menu button and related screens are only available to school applications. From the related screens, you can edit existing merge letters or create your own merge letters that can be used to notify customers about their account information. NOTE The USDA Privacy Act Statement and Non-Discrimination Statement change periodically. To modify them, go to System Management > Reporting Setup > Enter/Edit Letters (100404). The statements are located in the footer of the letters. The software comes pre-loaded with the following three letters that you can edit as needed: Notification Letter: This letter notifies each household applicant of their eligibility status for free or reduced meals. Notification of Temporary Eligibility: This letter notifies households their eligibility status is temporary until a specified date. Verification Letter: This letter notifies a household they have been selected for verification.refer to Online Help (F1) or Verification Overview page 5-1 for further details. Refer to the following topics for information on this feature. WHAT IS THIS? HOW DO I? Enter/Edit Letters Query Screen Definitions (100404) page 8-1 Enter/Edit Letters Details Screen Definitions (100405) page 8-2 Notification Letter (800122) page 8-4 Notification of Temporary Eligibility Letter (800122) page 8-7 Verification Letter (800122) page 8-10 Add Letters page 8-2 Edit Letters page 8-2 Delete Letters page 8-3 Print All Notification Letters page 8-3 Print Individual Notification Letters page 8-3 Enter/Edit Letters Query Screen Definitions (100404) On the Enter/Edit Letters query screen, you can view a list of existing merge letters that can be used to notify your customers about their account information. Review the following screen components to become familiar with the related functions. Enter/Edit Letters Query Screen Definitions Letter Name Letter Type Enter any part of the name of the letter(s) to search for that letter. Click to display a list of letter types from All, Point of Service, Free and Reduced, or Bid Analysis. Free and Reduced Letters Free and Reduced Letters Definitions and Tasks 8-1

112 Search Reset Enter/Edit Letters Query Screen Definitions Click to display a list of sites matching the search criteria specified in the Search Criteria section. Click to clear the search criteria entered in the Search Criteria section and to refresh the list to display all report types. Enter/Edit Letters Details Screen Definitions (100405) On the Enter/Edit Letters details screen, you can edit existing merge letters or create your own merge letters that can be used to notify your customers about their account information. Review the following screen components to become familiar with the related tasks. Enter/Edit Letters Details Screen Definitions Word Processing Toolbar Letter Section Name Description Letter Type Language Add/Remove Language Merge Codes Section Insert in Letter Displays options to assist you when creating or editing a letter. Enter the text for the selected letter. Enter the name of the selected letter. Enter a description of the selected letter. Choose a letter type from the drop-down list. Choose the language of the selected letter from the drop-down list. Click to add or edit the list of languages for which letters can be created. Displays a list of merge fields that can be used to identify information that varies according to each customer. Click to add the highlighted merge field to the selected letter. Add Letters 1. Go to System Management > Reporting Setup > Enter/Edit Letters (100404). The query screen displays. 2. Click New. The Enter/Edit Letters details screen displays. 3. Enter a Name and Description of the letter. 4. Choose the language for the letter from the Language drop-down list. 5. Enter the letter text in the letter field. 6. Insert any merge codes needed in the letter from the Merge Codes section. 7. Click Save. Edit Letters 1. Go to System Management > Reporting Setup > Enter/Edit Letters (100404).The query screen displays. 2. Double-click the letter to edit in the letters list. The Enter/Edit Letters details screen displays. 3. Make the required edits. 4. Click Save. 8-2 Free and Reduced Letters Free and Reduced Letters Definitions and Tasks

113 Delete Letters 1. Go to System Management > Reporting Setup > Enter/Edit Letters (100404). The query screen displays. 2. Double-click the letter to delete in the letters list. 3. Click Delete. 4. Click Save. Print All Notification Letters 1. Go to Report Center (900006). 2. Click Letters. 3. Choose Free and Reduced from the Select a Type of Report drop-down list. 4. Click the letter to print. 5. Click GO! 6. Click letter criteria. 7. Click Print. Print Labels 1. Go to Report Center (900006). 2. Click Letters. 3. Choose Free and Reduced from the Select a Type of Report drop-down list. 4. Click the letter to print. 5. Enter the criteria. 6. Choose Labels from the Letters/Labels Selection section. 7. Choose the format of the labels from the drop-down list. 8. Click Print. Print Individual Notification Letters 1. Go to Front of the House > Free and Reduced > Application Entry Screen (410021). 2. Click the application. 3. Click Letters. 4. Click the letter you want to print. 5. Click OK. 6. Click Print. Free and Reduced Letters Free and Reduced Letters Definitions and Tasks 8-3

114 Notification Letter (800122) This letter is used to notify parents/guardians of a students eligibility. You can edit these letters in System Management > Reporting Setup > Enter/Edit Letters (100404). Report Criteria Choose the header information, site selection, sort by, footer information, and the following criteria. Report Criteria for Notification Letter Screen Definitions Date Choose to generate the letters for all dates, a date range, or the process date. Then choose to look at the No Date Selection, Processed Date, Expiration Date, or Scanned Date within that date criteria. No Date Selection: Choose when the date range is not factor. Processed Date: The date the application was given at eligibility. Expiration Date: The date the correct temporary eligibility will expire. Scanned Date: The date the application was scanned. When selected, the temporary application options become available. Letters/Labels Selection: Letters Labels Zip Code Summary Report Student Status Print one letter per student Print multiple students on a single page Check print job for previously printed letters Choose to print notification letters. Choose to print mailing address labels. Once chosen, choose the format you want to print: Avery 5160: Three column per row, 30 labels per page Avery 5161: Two column per row, 20 labels per page Mark to print a summary of all the zip codes for the letters you have selected to print. Click All, Active, or InActive. Mark to print a separate letter for each student on the application. Mark to print more than one student per page. You can conserve paper by printing multiple letters per page and then cutting them apart before mailing them out. Mark to check for previously printed letters for a Selected Letter or ALL Letters Printed for a date range. IF THIS OPTION IS SELECTED... AND THE FAMILY HAS HAD... THEN... All Letters Printed another letter printed the letter is not Selected Letter this specific letter printed. printed Print verification students only Choose to print letters for students selected for verification. Use this option to print the verification letters to notify the households right after they were selected for verification. 8-4 Free and Reduced Letters Notification Letter (800122)

115 Report Criteria for Notification Letter Screen Definitions Print verification students with no reply only Student Eligibilities Print students with a reduction of benefits Case Selection Filter by Choose to print letters for students who are selected for verification but have not responded yet. Use this option to send the follow up letters to households who have not proved their qualification for the Free and Reduced benefits. Click All or Individual Selection. Mark to print students with a reduction in benefits. Click All or Individual Selection. Click All to print applications regardless of the case assigned to the application. Select Individual Selection and choose the appropriate cases if you would like to only print those applications with a specific case. Click Optional 1, Optional 2, and/or Optional 3, and Yes, No, or Omit for each selection. These are option fields in the system. Select Yes, No, or Omit to decide whether to show them. Report Description You can customize this letter to show your specific criteria; however, these are some of the common fields that display. Notification Letter Descriptions Student Eligibility Effective Date Student Name Displays the student s new eligibility. Displays the effective date of the new eligibility. Displays the name of the student. Free and Reduced Letters Notification Letter (800122) 8-5

116 Free and Reduced Letters Notification Letter (800122)

117 Notification of Temporary Eligibility Letter (800122) This letter is used to notify parents/guardians of a temporary eligibility. You can edit these letters in System Management > Reporting Setup > Enter/Edit Letters (100404). Report Criteria Choose the header information, site selection, sort by, footer information, and the following criteria. Report Criteria for Notification Letter Screen Definitions Date Choose to generate the letters for all dates, a date range, or the process date. Then choose to look at the No Date Selection, Processed Date, Expiration Date, or Scanned Date within that date criteria. No Date Selection: Choose when the date range is not factor. Processed Date: The date the application was given at eligibility. Expiration Date: The date the correct temporary eligibility will expire. Scanned Date: The date the application was scanned. When selected, the temporary application options become available. Letters/Labels Selection: Letters Labels Zip Code Summary Report Include Temporary Applications due to Expire In Days All Temporary Applications Temporary Due to Grace/ Beginning of Year Rollover Temporary Due to Income (None/Unemployment) Student Status Print one letter per student Print multiple students on a single page Choose to print notification letters. Choose to print labels for the mailing addresses. Once chosen, choose the format you want to print: Avery 5160: Three column per row, 30 labels per page Avery 5161: Two column per row, 20 labels per page Mark to print a summary of all the zip codes for the letters you have selected to print. Mark to print notification letters of temporary applications that are about to expire within the number of days specific in the In Days field. Enter the number of days before the application will expire. All applications expiring during this range will print a temporary expiration notification letter. Choose to print all temporary applications. Choose to print the temporary applications which are expiring due to the grace period granted after the rollover. Choose to print the temporary applications which are expiring because either the family has no income or temporary income. Click All, Active, or InActive. Mark to print one letter for each student on the application. Mark to print more than one student per page. You can conserve paper by printing more than one student per page and cutting them apart. Free and Reduced Letters Notification of Temporary Eligibility Letter (800122) 8-7

118 Report Criteria for Notification Letter Screen Definitions Check print job for previously printed letters Mark to check for previously printed letters for a Selected Letter or ALL Letters Printed for a date range. IF THIS OPTION IS SELECTED... AND THE FAMILY HAS HAD... THEN... All Letters Printed another letter printed the letter is not Selected Letter this specific letter printed. printed Print verification students only Print verification students with no reply only Student Eligibilities Print students with a reduction of benefits Case Selection Filter by Choose to print letters for students selected for verification. Use this option to print the verification letters to notify the households right after they were selected for verification. Choose to print letters for students who are selected for verification but have not responded yet. Use this option to send the follow up letters to households who have not proved their qualification for the Free and Reduced benefits. Click All or Individual Selection. Mark to print students with a reduction in benefits. Click All or Individual Selection. Click All to print applications regardless of the case assigned to the application. Select Individual Selection and choose the appropriate cases if you would like to only print those applications with a specific case. Click Optional 1, Optional 2, and/or Optional 3, and Yes, No, or Omit for each selection. These are option fields in the system. Select Yes, No, or Omit to decide whether to show them. Letter Description This letter can be customized. The following fields are just a few of the common ones that display. Notification Temporary Eligibility Letter Descriptions Student Eligibility Effective Date Student Name Expiration Date Displays the student s new eligibility. Displays the effective date of the new eligibility. Displays the name of the student. Displays the date of expiration of the temporary eligibility. 8-8 Free and Reduced Letters Notification of Temporary Eligibility Letter (800122)

119 Free and Reduced Letters Notification of Temporary Eligibility Letter (800122) 8-9

120 Verification Letter (800122) This letter is used to notify parents/guardians they have been selected for verification of their application. Report Criteria Choose the header information, site selection, sort by, footer information, and the following criteria. Report Criteria for Notification Letter Screen Definitions Date Choose to generate the letters for all dates, a date range, or the process date. Then choose to look at the No Date Selection, Processed Date, Expiration Date, or Scanned Date within that date criteria. No Date Selection: Choose when the date range is not factor. Processed Date: The date the application was given at eligibility. Expiration Date: The date the correct temporary eligibility will expire. Scanned Date: The date the application was scanned. When selected, the temporary application options become available. Letters/Labels Selection: Letters Labels Zip Code Summary Report Student Status Print one letter per student Print multiple students on a single page Check print job for previously printed letters Print verification students only Print verification students with no reply only Student Eligibilities Print students with a reduction of benefits Case Selection Choose to print letters. Choose to print labels. Once chosen, choose the format you want to print: Avery 5160: Three column per row, 30 labels per page Avery 5161: Two column per row, 20 labels per page Mark to print a summary of all the zip codes for the letters you have selected to print. Click All, Active, or InActive. Mark to print one letter per student. Mark to print more than one student per page. Mark to check for previously printed letters for a Selected Letter or ALL Letters Printed for a date range. Choose to print letters for students selected for verification. Use this option to print the verification letters to notify the households right after they were selected for verification. Choose to print letters for students who are selected for verification but have not responded yet. Use this option to send the follow up letters to households who have not proved their qualification for the Free and Reduced benefits. Click All or Individual Selection. Mark to print students with a reduction in benefits. Click All or Individual Selection Free and Reduced Letters Verification Letter (800122)

121 Filter by Report Criteria for Notification Letter Screen Definitions Click Optional 1, Optional 2, and/or Optional 3, and Yes, No, or Omit for each selection. Letter Description The letter displays the following information. Expiration Date for No Reply Official Name Official Phone Displays date the application will be denied for no reply to the information request. Displays name of contact official for verification. Displays contact telephone number of official for verification. Free and Reduced Letters Verification Letter (800122) 8-11

122 LETTER TO HOUSEHOLD SELECTED FOR VERIFICATION KATHERINE ADAMS Swainsboro, GA Name of Student on Application: KATHERINE ADAMS Dear : Schools participating in the school feeding programs are required to make sure that only eligible children receive free or reduced price meal benefits. Therefore, a sample of applications for free and reduced price benefits has been selected to be verified. Selected households have to provide information and/or documents which indicate they are eligible for free or reduced price meal benefits. Your household's application was chosen to be verified. You must, therefore,send or bring to the school information or documents which provide your household's income. In addition to income documentation, you must enter the names and social security number of each adult household member on the enclosed sheet. An enclosed sheet shows the kinds of information or documentation that you may use to prove your household's income. If you give us any original documents such as letters, pay stubs, benefits checks, child support payments, etc., we will make copies and return them to you. The second enclosure must be completed listing the names and social security numbers for all adult household members age 21 and over. If you are currently on food stamps or TANF, you must meet the verification requirement by providing your household case number, the name of the person in your household who is listed on the identification card and the name of the county where you get your food stamps or TANF. The food stamp/tanf information you provide will be with the Department of Social Services. If you do not give us information that proves your child's eligibility by these meals benefits will be stopped. If you have any questions, or if you need help, please call, at telephone number again, free or reduced price meals will continue without change.. If you do not hear from us Thank you for your cooperation in this matter. Sincerely, ENCLOSURES (Form for social security numbers and listing of acceptable verification information.) NONDISCRIMINATION: All children are treated the same regardless of ability to pay. In the operation of child feeding programs, no child will be discriminated against because of race, sex, color, religion, national origin, age or handicap. If you believe you have been discriminated against, write immediately to the Secretary of Agriculture, Washington, D.C Free and Reduced Letters Verification Letter (800122)

123 GLOSSARY Chapter 9 Overview There are links to the glossary terms listed in this section throughout this User Guide. These are identified by underlined text. For example: site type. A LA CARTE ITEM Any item sold to a customer that is not marked as a meal or a component that makes up a complete meal. A LA CARTE MODE An option that allows you to quickly sell menu items at a la carte prices without having to select a patron for each sale. ALASKA TEMPORARY ASSISTANCE PROGRAM (ATAP) Provides cash assistance and work services to low-income families with children to help them with basic needs while they work towards becoming self-sufficent. APPLICATION SERVER PROVIDER (ASP) Allows the sites and Central Office to share one centrally maintained database in real time by utilizing Windows Terminal Server software. AREA ELIGIBLE An after school care program site is area eligible if it is located at a school or in the attendance area of a school where at least 50 percent of the enrolled students are eligible for free or reduced meals. ASP Refer to Application Server Provider (ASP) on page 9-1. ATAP Refer to Alaska Temporary Assistance Program (ATAP) on page 9-1. AUTO CHARGE When this option is enabled and an amount is owed, the items is automatically charged to the customer's account without requiring any action from the cashier. If charge limits are reached then cash should be collected. BACK OF THE HOUSE (BOH) Consists of management and production of food and supplies through Inventory Management, Procurement, Menu Planner and Production modules. BASE MENU Once food items have been grouped into recipes, the next step is to combine recipes and/or individual food items into a Base Menu Plan. Base Menus serve as a template showing the items to be served on a particular day and the projected number of servings for each item. A nutritional analysis is run on the Base Menu to ensure compliance with USDA regulations. In addition, a cost analysis shows the financial impact of the planned menu. The Base Menu is then applied to each individual site as the Scheduled Menu on the calendar. The Scheduled Menu is used to actually plan and track daily food production at the site. Each site will ultimately enter their adjusted feeding figures for that day to recalculate the number of projected servings to be produced. BID ITEMS Inventory items that have been marked to be included in bids that you send out to your vendors. BID SPECIFICATIONS Written requirements that should be met for an inventory item when vendors are bidding on it. Glossary 9-1

124 BOH Refer to Back of the House (BOH) on page 9-1. BONUS ACCOUNT A special account typically use to make elective contributions. You can specify if the account can only be used to purchase meals. BROKEN UNIT Used to describe one unit out of a case of an inventory item. EXAMPLE A case may contain 12 bags, with each bag representing a broken unit A case may contain 6 #10 cans with 1 #10 can representing a broken unit. A case may contain 25 pounds with each pound representing a broken unit. BUYING GUIDE An USDA tool used to assist the menu planner in determining raw-to-cooked yields for recipe analysis. It also provides yield data from (AP) to (EP) of food and volume/weight conversions. CATCH WEIGHT ITEMS Catch weight items are inventoried, received and transferred using the total weight as the quantity, not the case/broken unit. Procurement When ordering catch weight stock items, the catch weight acts as a minimum/multiple that may be ordered. Physical Inventory During a physical inventory, catch weight stock items are inventoried using the total weight measure as the quantity. Receiving and Stock Transfers Stock items flagged as catch weight items are received using the total weight measure as the quantity to the tenth of a weight measure. During stock transfers, the transferring facility can transfer a total weight measure as the quantity for catch weight stock items. During stock transfers, the receiving facility can receive a total weight measure as the quantity for catch weight stock items. CASE SENSITIVE Indicates that a value for a field must be entered in the exact case (upper or lower case letters) that the value was created. CASE UNIT The term used to describe the purchasing unit that you will buy of an inventory item (i.e., 1 case). CATEGORIES (BOH) Used to group your stock items in the Back of the House modules. CENTRAL SITE Refers to the central facility that controls all sites within a district. CLAIMS REPORT A report filed with the USDA or state to receive payment for serving meals considered reimbursable that meet minimum nutritional guidelines of one-third of the Recommended Dietary Allowance (RDA) of protein, calcium, iron, and vitamins A and C with no more than 30 percent of the meal s calories can come from fat and no more than 10 percent can from saturated fat. 9-2 Glossary

125 CHART OF ACCOUNTS (COA) Used to classify expenditures into account codes that are used by your accounting department for their general ledgers. CLASSES (BOH) Used to group your stock items within a category. COA Refer to Chart of Accounts (COA) on page 9-3. COMMUNICATIONS PUBLICATION A group of data that is communicated as one entity from one computer to another, for which intervals can be set to determine how often a publication should synchronize with its publisher. COMPONENT BASED If a site is using the Component Based serving mode, you need to have identified on the Management Level Inventory screen POS tab in the Inventory module, which menu items contain one or more of the 5 required meal components that make up a reimbursable meal for a student. The 5 required meal components include a meat, a bread, 2 different fruits and/or vegetables and a serving of milk. If the customer selects more than one item containing a meat, bread or milk component, only one of those items will be included in the meal price. The two fruit and/or vegetable selections cannot be two of the same item. You may also specify whether the customer must select a meat/entree item for the purchase to qualify as a meal. When customers are purchasing items at the point of service they will need to select items that contain at least the minimum number of these meal components in order to be charged a meal price. The first purchase of such a meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any additional items selected will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. The customer may select items containing more than the minimum number of meal components up to a maximum of all 5 different meal components and still be charged the same meal price for all of these items. EXAMPLE If you have the minimum items per meal set as 3, then the customer must select items containing at least 3 of the 5 meal components from this menu plan in order to purchase those items as a meal. If the customer selects less than the minimum, he/she will have to pay a la carte prices for the individual items. CONSOLIDATED ORDER A vendor order that has consolidated all of the sites' orders for that vendor's products into one order for the district. COST TYPE Type of cost for the inventory item: fixed fee, cost plus fee, cost plus percentage, and processing fee. CONTROL NUMBER A number created by the site or central office that is assigned to assets for record-keeping and tracking purposes. When assets are transferred from site to site, this number is used to track its location. COUPON This discount only applies to the specified item. It can have a preset amount or the cashier can enter the dollar value up to pre-specified maximum amount. CRITICAL CONTROL POINTS A measurement at which the food contamination has the most critical risk. It is used in the food management process. Critical points should be identified for each food product that is prepared. DAILY PLAN After creating daily plans, you can add to cycles and schedules throughout the year, as well as set up default menus to display at the point of service for each serving line and meal period. Glossary 9-3

126 DECLINE ACCOUNT This debit account can be used to pay for purchases with available funds deposited in the account based on specific criteria defined by the applicable meal plan. DEPRECIATION The reduction in value of property due to age, deterioration, wear and tear, etc. DIRECT CERTIFIED Students are determined by the state to be Direct Certified. In some cases the state agency may include students as Direct Certified that recieve Food Stamps/TANF/FDPIR. DISCOUNT A discount can have a preset percentage amount or the cashier can enter the percentage value up to the prespecified maximum amount. The discount will be applied only to the selected item. EARNED MEAL ACCOUNT This is a house account designated as an Earned account. If a district allows a customer to perform certain tasks in exchange for a free meal, the cost of a reimbursable meal is charged to this account. The account does not cover the cost of a la carte items. ELIGIBILITY Refers to the status a student or adult would qualify for the price they pay for breakfast or lunch with regards to income, special case, or other circumstances. ERROR PRONE APPLICATIONS Income applications that are within the $100 per month range of eligibility or $1200 annually. EVEN START A Government program designed to help break the cycle of poverty and improve the literacy of participating migrant families by integrating early childhood education, adult literacy or adult basic education, and parent education into a unified family literacy program. This developed from The Even Start Family Literacy Program if the Elementary and Secondary Education Act of 1965 and was most recently reauthorized by the Literacy Involves Families Together (LIFT) Act of 2000 and No Child Left behind Act of FAMILY INDEPENDENCE TEMPORARY ASSISTANCE PROGRAM (FITAP) A program in Louisiana that provides cash assistance to families with children when the financial resources of the family are insufficent to meet sustenance needs. FIFO Refer to FIFO on page 9-4. FILE TRANSFER PROTOCOL (FTP) The means by which your files are transferred. FTP is most commonly used on the Internet. FIRST IN FIRST OUT (FIFO) A method of costing inventory that assumes that costs of the first Goods purchased are those charged to cost of Goods sold when you actually sell Goods. FITAP Refer to Family Independence Temporary Assistance Program (FITAP) on page 9-4. FIXED ASSET A long-term, tangible, non-consumable property used in an entity s operation that usually has a life span of at least one year. EXAMPLE Land, buildings, computer software and systems, equipment 9-4 Glossary

127 FOOD GROUPS Used to categorize a food item according to five specific food groups (Meat, Vegetable/Fruit, Grain, Milk and Other). If you plan to create food-based menus (rather than nutrient-based, then you should assign food groups to each food item that will be used in your menus. FOOD INCLUDE A nutrition link food item with a Food Include (sequence number) represents a similar food item with the same nutrient values that also has the same weights for the same measure, such as specific species or brand items. EXAMPLE Acorn, butternut, hubbard, pumpkin and winter squash have similar nutrient profiles and weights for the same measures. Several brand-specific cheese pizzas may be represented by the same nutrition link food item code for cheese pizza because of their similar nutrient profiles. Different shaped macaroni products might have the same nutrient values and weights for the same measures, but each has a different description. When similar food items are associated with the same nutrition link food item code, each item has a different food include sequence number for unique identification. FOOD ITEM TYPES Used to categorize a food item according to how it is to be used when converting components into meals on production records when using nutrient-based menu planning. If you plan to create nutrient-based menus (rather than food-based), then you should you should assign a food item type (Entree, Side or Milk) to each food item that will be used in your menus. FOOD STAMPS A stamp or coupon issued by the Government to persons with low incomes that can be redeemed for food at stores and is used to qualify students for free reimbursable meals. FOOD SUB CODE A nutrition link food item with a Food Sub Code represents a food item with comparable nutrient values but different weights for the same measure. For instance, different brands of a chocolate cupcake with icing may have the same nutrient values per 100 grams, but the weight for 1 package of different brands might vary. Hot dogs packed 10 to the pound, 8 to the pound or 5 to the pound might have the same nutrient values per 100 grams, but the weights for 1 hot dog would vary. Each product, therefore, would be assigned a unique sub code. FOSTER STUDENT A student that has been removed from their birth parents or other custodial adults by state authority which takes responsibility for the child and places them in protective care. FRONT OF THE HOUSE (FOH) Consists of Point of Service functionality. FTP Refer to File Transfer Protocol (FTP) on page 9-4. GENERIC CUSTOMER A customer account created in order to sell items to customers with no ID or that are not set up in the system (a.k.a. No ID Customer). GLOBAL ITEM An item in master inventory that is available for distribution to other levels and sites. An inventory item not marked as a global item is considered a local item and is available only at the site it was added and at any child sites attached to that site. Once an item is designated as a global item, the field becomes disabled and the designation cannot be removed. GROUPS (INVENTORY GROUPS) Used to group inventory items for which you may want to view the history of similar products. Glossary 9-5

128 HACCP Refer to Hazard Analysis and Critical Control Point (HACCP) on page 9-6. HAZARD ANALYSIS AND CRITICAL CONTROL POINT (HACCP) A process used to prevent foodborne illness. It was created for the food industry to assure food safety. HAZARD ANALYSIS AND CRITICAL CONTROL POINT (HACCP) CATEGORY Provides recommended cooking and holding standards for particular types of foods to prevent spoilage and contamination. HEAD START Provides funding to promote school readiness by enhancing the social and cognitive development of lowincome children, including children on federally recognized reservations and children of migratory farm workers, through the provision of comprehensive health, educational, nutritional, social and other services; and to involve parents in their children's learning and to help parents make progress toward their educational, literacy and employment Goals. Head Start was created in HOMELESS STUDENT As defined by the Runaway and Homeless Youth Act of 1974, an individual who is under age 18, for whom it is not possible to live in a safe environment with a relative and has no other safe living arrangement. The McKinney-Vento Act, which was part of the No Child Left Behind Act, also includes in the definition as individuals who lack a fixed, regular, and adequate nighttime residence. HOUSE ACCOUNT This account can be used by all members of the meal plan. Choose to only allow meal purchases in order to control how the account is used. INCLINE ACCOUNT An Incline Account (charge account) can be used to charge purchases based on specific criteria defined by the assigned meal plan. INVENTORY HISTORY A record of usage for inventory items to help forecast how much of an item you will need to order for a given time. INSTALLATION TYPE The license file assigned to the site identifies whether the site's installation type is management level, site, terminal, central warehouse, central kitchen or base kitchen. The software functions that can be accessed by the site are determined by the site's installation type. INSTITUTIONALIZED CHILD This term refers to a child who is the legal responsibility of a welfare agency or court and residing in a residential type institution that is not a boarding school as determined by the state. INVENTORY TYPES Used to classify your inventory items into USDA Goods, purchased Goods, supply Goods, or equipment. ITEM GROUP TYPES Assigned to item groups to define how menu items will be sorted when displayed on screen and printed receipts. The higher the sort value, the higher the item will display in the list. EXAMPLE An Item Group Type assigned a sort value of 2000 will appear before an Item Group Type assigned a sort value of 1000, which could be Hot Entree. An Item Group Type can be marked as a Modifier Group. This means items assigned to the item group are typically served with a particular menu item. The items will be indented on receipts and reports to indicate that they are modifiers for the item listed directly above. 9-6 Glossary

129 ITEM GROUPS Used to group similar type items together for use on a menu and will serve as a sub menu on the menu grid at the point-of-service. Item Groups can consist of a combination of menu items, other item groups, menus and various payment options. KEY PERFORMANCE INDICATORS (KPI) Key Performance Indicators (KPI) can be used to measure efficiency of various areas of your operation based on data captured in the program. KINSHIP GUARDIANSHIP ASSISTANCE PAYMENT PROGRAM (KINGAP) A program in California that provides a new permanency option for children in appropriate, long-term foster care placements with relative caregivers. This program began January 1, KPI Refer to Key Performance Indicators (KPI) on page 9-7. LAST IN FIRST OUT (LIFO) A method of costing inventory that assumes that costs of the most recent purchases are the first costs charged to cost of Goods sold when you actually sell the Goods. LEAD TIME The number of days it will take for an item to be delivered to you after placing the order with a particular vendor. LIFO Refer to Last In First Out (LIFO) on page 9-7 MANAGEMENT LEVELS Sites can be grouped by Management Levels to maintain a hierarchy and provide data ownership rights that Govern their ability to add data, edit data, view data and print reports. There are three basic types of Management Levels: top management, middle management and bottom management. The top management level and bottom management level are preloaded. Their names can be edited, but their positions cannot be moved in the hierarchy and they cannot be deleted. Use of middle management levels is optional. If used, multiple middle management levels can be added, edited or deleted by the user. MAXIMUM STOCK LEVEL The greatest number of cases of the inventory item that can be stored at the site at any time. MEAL ACCOUNT A Meal Account can be set up to pay for meal purchases based on specific criteria defined by the applicable meal plan. MEAL BASED SERVING MODE If a site is using the Meal Based serving mode, you need to have identified on the Management Level Inventory screen - POS tab in the Inventory module, which menu items are considered to be a Meal. There must be at least one menu item that is marked as a Meal assigned to each menu plan that will be used for breakfast or lunch. The first purchase of such a Meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any items purchased in addition to the meal will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. Glossary 9-7

130 MEAL IDENTIFIERS The Order Box displays quantity, price and account used for each selected menu item. When a meal item is selected, one of the following identifiers will display next to the item in the box instead of the quantity: IDENTIFIEF DESCRIPTION TYPE OF CUSTOMER PRICE R Reimbursable Meal (1 per serving period) (or items if using Component Based or NuMenu serving mode) Meal Item (or items if using Component Based or NuMenus serving mode) Student Generic/No ID Eligibility 1st meal price Eligibility 1st Meal Price M Student - 2nd meal Adult, employee and teacher - 1st meal Eligibility 2nd Meal Price Adult, employee and teacher - 2nd meal Eligibility 1st meal price Eligibility 2nd meal price Premium Meal (Meal Based only) Full pay student and adult - 1st meal Management Level Inventory > POS > Price Reduced price and free student - 2nd meal Management Level Inventory > POS > Price Items selected in A la Carte Mode All - No ID required No ID full pay 1st meal price NUMERIC VALUE Quantity of A la Carte menu items selected Student, adult, employee and teacher Management Level Inventory > POS > Price MEALS PER LABOR HOUR Meals per labor hour is the number of meals or meal equivalents divided by the number of paid labor hours. MEAL PLAN Meal Plans are assigned to customers to control which accounts are available for their use at the point of service. When you set up a Meal Plan, you have the ability to determine which accounts you want to associate with the Meal Plan as well as set parameters for each account and pricing information. MEAL SWAPPING Meal Swapping refers to the ability for a customer to exchange a previously used meal credit for use during the current sale. A meal swap can occur at a different location from where the original meal was purchased. Once the meal swap has been accepted at a location, the previous transaction will be voided and resold at a la carte pricing as though the meal credit was not used, making the meal credit available to be used during the current sale. A meal swap must occur during the same day as the original meal purchase and must involve the same account. A used meal credit may be swapped for another meal purchase or for use as cash equivalence across multiple meal periods. During the same meal period, a used meal credit may not be swapped to purchase a different meal, but a used meal credit may be swapped to be used as cash equivalence as many times as desired during the same meal period, or across multiple meal periods, as long as use of cash equivalence is allowed during that meal period. MENU BAR The Menu Bar consists of a series of buttons located along the top of the Process Sales screen that provide quick access to frequently used Item Groups, Menus, Payment Options or even frequently sold menu items. 9-8 Glossary

131 MENU CYCLES You can set up multiple weekly Menu Cycles consisting of daily plans. The cycles then can be easily scheduled for a specified date range to facilitate setting up your planned menus to display at the point of service. MENU GRID The Menu Grid consists of 50 placeholder buttons that allows you to design a specific menu containing various menu items, item groups, or other menus for use at the point of service. MIGRANT STUDENT A migrant student is defined in section 1309 of the Elementary and Secondary Education Act of The Office of Migrant Education (OME) admisters grant programs that provide academic and supportive services to the children of families who migrate to find work in the agricultural and fishing industries. MINIMUM STOCK LEVEL Minimum Stock Level is the least number of cases of the inventory item that should be on hand at the site at all times. MODIFIER ITEM GROUPS Modifier Item Groups contain a selection of menu items that are typically served with particular menu items, or they may contain a variety of cooking instructions, such as rare, medium or well-done. A modifier item group can be assigned to any applicable menu item. When placing orders, if a menu item is selected that has a modifier item group attached, a submenu will automatically display a list of the items assigned to the associated modifier item group, from which the applicable items can be selected. NUMENUS NuMenus is a menu planning option that allows foods in any quantity to be used to meet the nutrition Goals, unlike food-based menus, where foods from specific food groups and in specific quantities must be offered. The menus are analyzed over a school week using a weighted nutrient analysis with an average based on the projected number of servings of each menu item. If a site is using the NuMenus serving mode, you need to have identified on the Management Level Inventory screen POS tab, which menu items are one of the 3 NuMenus meal item types that make up a reimbursable meal for a student. The items that make up the meal must be categorized as entree, side or milk. If the customer purchases more than one item identified as an entree or milk, only one of those items will be included in the meal price. You may also specify if an entree and/or milk is required to be taken at the point of service for the purchase to qualify as a meal. When customers are purchasing items at the point of service they will need to select between the minimum number and maximum number of NuMenus meal item types in order to be charged the meal price. The first purchase of such a meal by a student at the point of service during a specific meal period will be recorded as a reimbursable meal. Any additional items selected will be sold as a la carte items. Meals sold to adults will not be counted as reimbursable meals. EXAMPLE If you have the minimum number of meal item types allowed set as 3 and maximum number of meal item types allowed set as 4, then the customer must select at least 3, but no more than 4, of the required NuMenus meal item types from this menu plan in order to purchase those items as a meal. If the customer selects fewer than the minimum number of meal item types allowed, he/she will have to pay a la carte prices for the individual items. If the customer selects more than the maximum number of meal item types allowed, he/she will have to pay a la carte prices for the additional items. NATIONAL SCHOOL LUNCH PROGRAM (NSLP) The National School Lunch Program (NSLP) is a federally assisted meal program operating in public and nonprofit private schools and residential child care institutions. It provides nutritionally balanced, low-cost or free lunches to children each school day. The program was established under the National School Lunch Act, signed by President Harry Truman in NSLP Refer to National School Lunch Program (NSLP) on page 9-9. Glossary 9-9

132 NUTRITION LINK CODE A Nutrition Link is the code used to link a stock item to a nutrition link food item with the same nutrient values. ORDERING POINTS Using Ordering Points allows you to set up additional locations to receive orders placed for a site. For example, a mobile unit may place an order that they pick up at a remote location. PARENT/CHILD SITES Sites can be grouped administratively to facilitate distribution of responsibility and consolidation of data by creating an association between a Child Site and the Parent Site that functions as the next higher level of authority. PAYMENT OPTIONS Payment Options are for use at the point of service by the customer and consist of voucher accounts, coupons and discounts. PERPETUAL INVENTORY Perpetual Inventory represents the values that the program has recorded as the current on-hand amounts of all of your inventory items. PHYSICAL INVENTORY Physical Inventory represents the current on-hand values of your inventory items that you have counted in your storage areas. PRICING LEVEL (TIER PRICING) Pricing Levels allow for different prices to be set up for individual items so the appropriate price can be charged to a patron that is assigned to a specific meal plan. If the patron's meal plan has no assigned pricing level, they will pay the default price. Also, if their meal plan is not on a pricing level that the item is assigned to, they will pay the default price. PRINCIPAL ACCOUNT A Principal Account is used in a K-12 school environment. It is a house account designed to allow reimbursable meals to be charged to the principal and the principal will pay for the meal later. PROCESS APPROACH TO HACCP (HAZARD ANALYSIS AND CRITICAL CONTROL POINT) A method of classifying food preparation into three broad categories which includes the number of times an item Goes through the temperature danger zone. PROCESS NUMBER A number assigned to every screen. When you become more familiar with the system, you may want to go directly to a particular process number by using the Go To feature. No matter how you choose to get to a screen, the process number will always display for your reference. PROVISION 2 A program run by the USDA which is four years at a time where all students in the selected site are served a free meal regardless of eligibility. This program is designed to eliminate some of the cost of administration of a Child Nutrition Program. Refer to the USDA s website for further information at QUICK SALE FEATURE The Quick Sale feature allows you to quickly sell the item on the Auto/Quick Sale position without selecting the item. If the customer has available funds or credit, the system will process the sale for the item when you touch the End Sale button and return you to the Point of Service screen. Otherwise, a Tender screen will display for you to collect cash for the amount owed. REBATE ITEM A Rebate Item is an inventory item that has been marked to receive a rebate from the vendor Glossary

133 RECIPE A Recipe is an item that requires preparation such as chicken noodle soup. Recipes typically consist of multiple ingredients. REGISTERED INDIAN The term Registered Indian refers to the Food Distribution Program on Indian Reservations (FDPIR) which is a Federal program that provides commodity foods to low-income households, including the elderly, living on Indian reservations, and to Native American families residing in designated areas near reservations and in the state of Oklahoma. REIMBURSEMENT Money received from the USDA National School Lunch Program or a state Government for meals served to students in a school lunch program. REORDER QUANTITY Reorder Quantity is the number of cases on hand of the inventory item that will trigger the item to be automatically reordered. Reorder Quantity is also referred to as Reorder Level or Reorder Point. RETAIL COST Retail Cost is a higher price than what you paid for the item that you would charge a site in order to receive a profit. RUNAWAY STUDENT As defined by the Runaway and Homeless Youth Act of 1974, a student who leave home and remain away without parental permission. SCHOOL MILK PROGRAM The School Milk Program encourages consumption of milk by children who do not participate in other child nutrition programs. The federal sets a reimbursement rate annually for each half-pint of milk. Schools in the National School Lunch or School Breakfast Programs may also participate in the School Milk Program to provide milk to children in half-day pre-kindergarten and kindergarten programs where children do not have access to the school meal programs. SCHOOL SNACK PROGRAM This is an Afterschool Snack program which is reimbursed by the NSLP which gives students a nutritional boost and draws them into supervised activities that is safe, fun, and filled with learning opportunities. This reimbursable snack must contain two different components of the following four: a serving fluid of milk, a serving of meat or meat alternate, a serving of vegetable(s) or fruit(s), or a serving of whole grain or enriched bread or cereal. SEVERE NEED ELIGIBILITY Schools may receive severe need payments for free and reduced-price breakfasts when 40 percent or more of the lunches at the school in the second preceding year were served to students qualifying for free or reduced-price meals. These payments are in addition to the regular reimbursement. An additional two cents per lunch is available to LEAs which served 60 percent or more free or reduced-price lunches districtwide during the second preceding year. SERVING MODE How the system handles different methods of determining what makes a meal. SERVING PERIODS Used to define the different service times throughout the day, such as breakfast, lunch, snack and dinner. Used throughout the system for various setups, you can generate a variety of sales reports based on the serving period. SHELF LIFE The number of days an inventory item is allowed to be on the shelf before it spoils. SITE Refers to the satellite sites that are controlled by the same Central Site. Glossary 9-11

134 SITE GROUPS Used to classify sites for reporting purposes. SITE TYPES Used to classifying individual sites according to their business operation and used to set up inventory items, vendors and order processing modes specifically for their needs. TANF Refer to Temporary Assistance for Needy Families (TANF) on page TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) A program that was created by the Welfare Reform Law of 1996 that provides assistance and work opportunities to needy families by granting states the federal funds and wide flexibility to develop and implement their own welfare programs. TIER PRICING Refer to Pricing Level (Tier Pricing) on page TILL NUMBER Every day, the Till Number starts with Till 1 for each serving line. Each user on that serving line will have a different till number. A till number will never be recycled on a particular day for a particular line. Each user can have only one till open per line per day. If a user logs off before closing their terminal and someone else logs on, the new user has the ability to open their own till, process transactions and close it. Then the previous person can log back on and continue processing transactions. There is no limit to the number of tills that can be open at the same time. UNIT COST Unit Cost is the actual unit price that you paid for an inventory item. UNITED STATES DRUG AND AGRICULTURE (USDA) EQUIVALENT An USDA item marked as being a Good substitute for a purchased Good item. VENDOR STATUS Used to indicate any status that may apply to this vendor. EXAMPLE You may be required to order from a minority vendor, so any vendor of this status should be marked minority. VENDOR TERMS The payment terms that apply to your orders for accounting purposes (i.e., net 10 days). VOUCHERS Patrons use these at the point of service as payment before deducting anything cash from the patron's account(s). Either a preset dollar amount or any open amount that can be entered by the cashier at the point of service may be applied for payment of items purchased and taxes due. Typically vouchers accepted at the point of service would be collected and submitted for payment to the person who issued them. WAN Allows several geographical locations to be linked together over a computer network for the purpose of sharing and transferring information between site computers. WAVG Refer to Weighted-Average (WAVG) on page WEIGHTED-AVERAGE (WAVG) A method of costing ending inventory using a weighted-average unit cost. It is determined by dividing the total cost of Goods available for sale by the total of the number of units purchased plus those in beginning inventory. Units in the ending inventory are carried at this per unit cost Glossary

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136 To reorder, contact Sales Support at (800)