Accounting Procedures Handbook

FOOD SERVICE REPORTING 16.4 FOOD SERVICE FUND I. OVERVIEW The Food Service Department is responsible for the completion and filing of required operational and financial reports. Required claim reimbursement reports are filed to report the number of meals served to the Maryland State Department of Education (MSDE). Information captured includes the following: free, reduced, and paid breakfast and lunches, supper program, after-school program snacks, Fresh Fruits and Vegetables Program, and Maryland Meals for Achievement. These reports also allow the Finance Department and the Food Service Director to track the profitability of all locations and provide periodic and annual reports to the Board and MSDE. II. CONTROL OBJECTIVES • To report Food Service financial information in accordance with generally accepted accounting principles. • To ensure all reporting is completed accurately and timely. • To ensure compliance with all applicable laws and regulations. III. PROCEDURES A. MSDE Monthly Claim Reports 1. The Monthly Claim report is used to submit the claim form for Severe Need Breakfast, Severe Need Lunch, After School Snack program, Supper program, Fresh Fruits and Vegetables Program (FFVP), and Maryland Meals for Achievement (MMFA). a. All meal service data except for the Supper program and the after-school snack programs is retrieved from the Point of Sale (POS) program. To retrieve this data from the POS program prints a basic claim report consolidated for all schools. In addition, Food Service personnel compile a listing of all breakfasts served through the MMFA program. b. Steps to Process MSDE Monthly Claim: Participating schools: all 26 sites in Wicomico County (snacks only 13 sites) Lunch and breakfast served each day Monday thru Friday Afternoon snacks served each day Monday through Friday Enrollment numbers are pulled from VBoss Enrollment Summary report. Number of operating days pulled from OneSource Basic Claim report. Lunch and breakfast numbers are pulled from OneSource Basic Claim report. Also include breakfast numbers from MMFA month report. Snack numbers are submitted by site supervisor daily. The totals are used on the Afterschool Snack Program spreadsheet. On FNS Website, enter the required data for the current month, save and print a copy. Food and Nutrition Services Supervisor reviews report and signs. This copy is filed with all support documents. 1.1 Confirm that you have received the correct data from each Supper Program or After School snack site for the month being submitted. Afternoon snack supervisors submit After School Snack data in Stars F/S icon in NAL window. 1.2 After confirming all meal service and after school snack data is correct and complete, fill in the MSDE monthly claim and submit to the Food Service Supervisor for approval.