CLiCS Claims and Reporting

Claim for Reimbursement Quick Step Process for School Nutrition Programs

This document describes the process of completing a claim for reimbursement in the Cyber-Linked Interactive Child Nutrition System (CLiCS) for the School Nutrition Programs.

New Procedures Effective July 1, 2014:

Meals at no charge

Due to reimbursement provided by the State of Minnesota, schools must offer meals at no charge to students participating in the National School Breakfast and School Lunch Program who are eligible for reduced-price meals. If a school offers breakfast, participating kindergarten students who are not eligible for free or reduced-price meals must be offered a meal at no charge.

Meal counts and claim for reimbursements

To receive the correct amount of federal and state reimbursement, student meals must be counted at the point-of-service and claimed in CLiCS in the correct free, reduced-price or paid category of approval based on direct certification or a household Application for Educational Benefits. Meals served to reduced-price eligible students and kindergarten students who are not eligible for free/reduced-price meals should not be counted as free meals; however, the meals must be offered at no charge.

Creating a “new” claim for reimbursement in CLiCS:

  1. Login to CLiCS.
  2. Select Claims in the main menu on the left side of screen.
  3. Select Create New Claims tab.
  4. Enter Claim Creation Information:
  1. Select Program Type from the drop down menu.
  2. Select claim Calendar Year and claim Month.
  3. Enter the Site Identification (ID) number.
  1. Select the Create button that will appear.
  2. Enter data for the site and claim month selected.

For Breakfast and Lunch:

Total Reimbursable Student Meals Served (F/R/FP): Enter the total number of reimbursable first meals served to students (free, reduced-price and full paid). For breakfast, also include kindergarten free, reduced-price and paid meals served in this field. Do not enter adult meal counts in this column.

Average Daily Attendance: Enter the average number of students who were in attendance at the school during the month (not the average number of students who ate meals daily). In lieu of reporting actual average daily attendance, the state attendance factor may be applied to the number of students enrolled to estimate the average number of students in attendance to report on monthly claims for reimbursement.

Number of Days Served: Enter the number of days during the month when breakfast and lunch were served.

Free Meals Served: Enter the number of reimbursable meals served to students who were eligible for free meals. The number of free meals served should also be included in the first column for Total Reimbursable Student Meals Served. Ensure that reimbursable breakfasts served to free eligible kindergarten students are included in the breakfast Free Meals Served field.

Reduced-Price Meals Served: Enter the number of reimbursable meals served to students who were eligible for reduced-price meals. The number of reduced-price meals served should also be included in the first column for Total Reimbursable Student Meals Served. Ensure that reimbursable breakfasts served to reduced-price eligible kindergarten students are included in the breakfast Reduced-Price Meals Served field.

Kindergarten Paid Meals Served: This field only applies to breakfast. If kindergarten students are offered breakfast at the school, report the number of reimbursable breakfasts that were served to kindergarten students who are not eligible for free or reduced-price meals.

Total Adult/Guest/Student Second Meals: Enter the number of meals served to adults, guests or students who purchased a second meal. A meal contains at least three food components; do not record one/two item a la carte sales in this column.

Participants Approved for Free Meals: Enter the highest number of students who were eligible for free meals during the month. Do not enter the number of free meals served in this column.

Participants Approved for Reduced-Price Meals: Enter the highest number of students who were eligible for reduced-price meals during the month. Do not enter the number of reduced-price meals served in this column.

Number of Paid Meals Participants: Enter the highest number of students who were paying full price for meals. Do not enter the number of paid meals served in this column.

For Afterschool Snacks:

Snacks may only be claimed for reimbursement if they are served after the school day ends on days when school is in session.

Total Reimbursable Student Meals Served (F/R/FP): Enter the total number of reimbursable first snacks served to students (free, reduced-price and full paid). Do not enter adult snack counts in this column.

Average Daily Attendance: Enter the average number of students who were in attendance daily at the afterschool program during the month (not the average daily attendance in school or the average number of students who had snack daily).

Number of Days Served: Enter the number of days during the month when afterschool snacks were served.

Free Meals Served:

For schools that are area and/or building eligible: Enter the total number of reimbursable first snacks served to students. The number of snacks served should also be entered in the first column for Total Reimbursable Student Meals Served.

For schools that are not area eligible: Enter the number of reimbursable snacks served to students who were eligible for free meals. The number of free snacks served should also be included in the first column for Total Reimbursable Student Meals Served.

Reduced-Price Meals Served:

For schools that are area and/or building eligible: Leave a zero in this box.

For schools that are not area eligible: Enter the number of reimbursable snacks served to students who were eligible for reduced-price meals. The number of reduced-price snacks served should also be included in the first column for Total Reimbursable Student Meals Served.

Kindergarten Paid Meals Served:

Not applicable (N/A)

Total Adult/Guest/Student Second Meals:

Enter the number of snacks served to adults, guests or students who purchased a second snack.

Participants Approved for Free Meals:

For schools that are area and/or building eligible: Enter the highest number of students who attended the Afterschool Program on a given day during the month. Do not enter the number of free snacks served in this column.

For schools that are not area eligible: Enter the highest number of students who attended the Afterschool Program and who were eligible for free meals during the month. Do not enter the number of free snacks served in this column.

Participants Approved for Reduced-Price Meals:

For schools that are area and/or building eligible: Leave a zero in this box.

For schools that are not area eligible: Enter the highest number of students who attended the Afterschool Program and who were eligible for reduced-price meals during the month. Do not enter the number of reduced-price meals served in this column.

Number of Paid Meals Participants:

For schools that are area and/or building eligible: Leave a zero in this box.

For schools that are not area eligible: Enter the highest number of students who attended the Afterschool Program and who were paying full price for meals. Do not enter the number of paid meals served in this column.

  1. Select the Save button at the bottom of the screen.
  2. Check for any error messages at the top of screen. Make corrections, if necessary, and repeat step six.
  3. The message Changes have been accepted at the top of the screen and a Claim Status of Submitted indicates successful submission of the claim.
  4. To enter additional site claims, repeat steps two through seven.