KN-CLAIM
Kansas
Nutrition CLaims
And
Information
Management
Quick Reference for
Fresh Fruit & Vegetable
Program (FFVP)
Reimbursement Claims
Child Nutrition & Wellness
Kansas State Department of Education
July 2011
Child Nutrition & Wellness
Kansas State Department of Education
120 SE 10th Avenue
Topeka, KS 66612
Phone: 785-296-2276
Fax: 785-296-0232
www.kn-eat.org
KN-CLAIM
School Nutrition Programs
Quick Reference for Fresh Fruit & Vegetable Program
Reimbursement (FFVP) Claims
What is KN-CLAIM?
It is the Child Nutrition & Wellness web-based computer system. The acronym stands
for Kansas Nutrition – CLaims And Information Management.
Help is Available!
We have done our best to assure that KN-CLAIM works correctly and is easy to use.
However, there is always room for improvement. Please let us know if you encounter
any problems or need assistance with using the system.
Do you need help using KN-CLAIM or have a system problem to report?
Call 785-296-2276 and ask for KN-CLAIM support.
This Quick Reference Covers How To:
A. Access KN-CLAIM and Log-in
B. Navigate to FFVP Reimbursement Claim Form
C. File an Original Claim
D. Revise an Original Claim Before Payment
E. Revise a Claim After Payment Has Been Made
7/2011 – Child Nutrition & Wellness, KSDE – www.kn.eat.org – Page 1
KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
A. Access KN-CLAIM and Log-in
1 – Go to www.kn-eat.org.
2 – Click on “School Nutrition Programs”.
3 – Select “KN-CLAIM” from the left menu.
4 – Log in using your KN-CLAIM user-id and password. If you are prompted to
change your password, follow the rules below which make it more difficult for
unauthorized persons to enter the system. The KN-CLAIM password must
contain eight or more characters and include:
Both upper and lower case characters: a-z, A-Z
and
Digits and punctuation characters as well as letters: 0-9, ! @ # $ % ^ & * (
) _ + |~ - = \ ` { } [ ] : " ; ' < > ? , . /
The password cannot be a word in any language including slang, dialect,
jargon, etc. It should not be based on personal information, names of family,
etc. Try to create passwords that can be easily remembered. One way to do
this is to create a password based on a song title, affirmation, or other
phrase. For example, the phrase might be: "do what You say, say what
You do" and the password could be "dwYs,swYd" or some other variation.
Do not use this example as your password!
Protect your user-ID and password. Make sure that only authorized
personnel have access to this confidential information.
B. Navigate to FFVP Reimbursement Claim Form
1 – Program Selection Menu – Click “School Nutrition Program”.
2 – Program Year Selection – Click “2012”.
3 – Application, Additional Items – Click “FFVP Claim”.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
C. File an Original Claim
The original claim is version “0”.
1 - Select the month.
Claim Month - Click on “+” sign by month for a list of all sites to be claimed.
2 - Complete Site Claims(s) - Repeat process below for each site:
Click “Add” (to the far right of the site name).
FFVP Reimbursement Claim – Complete all information
FFVP Contact –
1. Enter name and phone number of FFVP contact.
2. If previous data has pulled forward, verify FFVP Contact information is
accurate. If not, enter new or updated information.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
Fruits, enter –
1. Type of fruit purchased (Example - Jonathan Apples)
2. Size/Weight of Purchase Unit (Example - 5 pounds, 20# case, 1 box,
etc.)
3. Number of units purchased
4. Cost per unit
**Do not use dollar signs when entering this data.
5. Click the green check mark at the beginning of the line to save data
entered.
6. Cost will be automatically calculated and added to the operating costs
listed at the bottom of the page.
7. Repeat steps above for each fresh fruit purchased.
Vegetables, enter –
1.
Repeat steps listed for fruits.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
Labor, enter –
1. Name of employee working on FFVP and any additional information to
describe pay (Example – Jane Doe, 2 hours @ $10/hour).
2. Total cost - amount paid to employee.
**Do not use dollar signs when entering data.
3. Click the green check mark at the beginning of the line to save data
entered.
4. Repeat steps above for each employee.
Small Supplies and Other, enter –
1. Item purchased (Example – Napkins)
2. Description of item purchased (Example – Package of 500)
3. Number of units purchased
4. Cost per unit
**Do not use dollar signs when entering data.
5. Click the green check mark at the beginning of the line to save data
entered
6. Cost will be automatically calculated and added to the operating costs
listed at the bottom of the page.
7. Repeat steps above for additional supplies.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
Administration, enter –
1. Description of expense item. This field can include notes to detail
expense. (Examples – Mrs. Foodservice director, planning time, 3
hours @ $15/hour or Cart, used 75% of time on FFVP, $200 x 0.75)
2. Total cost of the expense. Note, equipment cost must be approved
prior to purchase and prorated to account for the percentage of time
used on the FFVP.
**Do not use dollar signs when entering data.
3. Click the green check mark at the beginning of the line to save date
entered.
4. Repeat steps above for additional administrative expenses.
Editing Information - To edit a saved entry, click on the picture of the pencil
to the left of the line item. Make needed changes and click on the green
check mark to save with changes.
Deleting Information - To delete a saved entry, click on the picture of the
scissors to the left of the line item. This line item will be deleted from the
claim form.
= Add
= Save
= Cancel
= Edit
= Delete
Errors –
 The claim form is designed to calculate a monthly average for each
site by dividing the total grant awarded by the total number of operating
months. If the amount claimed exceeds this average, an error
message will appear at the bottom of the page to inform that the
maximum claim amount has been exceeded. A claim may still be
submitted, but will need to be reviewed by KSDE prior to approval and
payment.
 A claim cannot be submitted if it causes the school to exceed its total
grant amount. Please review amount entered to ensure accuracy.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
3 - Submitting Site Claim
Click “Save” at the bottom of the page.
A box at the top of the screen will say either:
1) “The Fresh Fruit & Vegetable Program Claim was posted to the
database with a status of Pending Submission.”
or
2) “The Fresh Fruit & Vegetable Claim was posted to the database with a
status of Errors Detected.”
If there are no errors, click “here” to go to the Site Claim Listing. Site
Claim’s status will be “pending”.
If there are errors in the amount claimed, click “here” to go the Site Claim
Listing. Site Claim’s status will be “Error”. Claims may either be revised
at this time or remain in “error” status until reviewed by KSDE.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
4 – Submitting Sponsor Claim
Once claims have been entered for all sites, return to claim month.
Click “edit” next to the total for the month.
Review the total amount of claims from all sites.
Click the certification box.
Click “Save”.
A box at the top of the screen will say that “The Fresh Fruit & Vegetable
Claim was posted to the database with a status of Pending Approval.”
Click “here” to return to the claim list – Sponsor Claim’s status will be
“Pending Approval”
To review a claim without sending to KSDE for approval, do not click the
certification checkbox on the Sponsor Claim. Sponsor Claim’s status will
be “pending”.
IMPORTANT! The Sponsor Claim must be approved by KSDE in order
for payment to be made.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
D. Revise an Original Claim Before Payment
The original claim is version “0”. It can be revised as many times as needed until
it is paid.
1 - Complete A and B.
2 - Select the month.
Sponsor Summary - Click on “+” sign by month for a list of all sites to be
claimed.
3 - Change Site Claims(s) – Repeat process below for each site modified:
Site Claim Listing – Click “Edit” next to Site Claim to be changed.
Site Claim - Change information on Site Claim. Click “Save”.
If there are no errors, click “here” to go to the Site Claim Listing. Site
Claim’s status will be “pending”.
If there are errors in the amount claimed, click “here” to go the Site Claim
Listing. Site Claim’s status will be “Error”.
IMPORTANT! Only a Site Claim with changes needs to be saved again.
4 - Re-Approve Sponsor Claim
Once site claims have been edited and submitted, return to the claim
listing.
For the selected month, repeat part C, step 4.
IMPORTANT! The Sponsor Claim must be approved by KSDE in order
for payment to be made.
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KN-CLAIM – Quick Reference for Fresh Fruit & Vegetable Program (FFVP)
Reimbursement Claims
E. Revise a Claim After Payment Has Been Made
If a claim needs to be changed after it has been paid, KN-CLAIM will create a
revised claim. The first revised claim is version 1 (one). There is no limit on how
many claim revisions can be submitted.
As with the original claim, a revised claim can be changed as many times as
needed until it is paid. Once the revised claim is paid, if further changes are
needed, KN-CLAIM will create another revision. Each revision has a number that
is 1 (one) greater than the last revision.
1 - Complete A and B.
2 - Select the month.
Sponsor Summary - Click on “+” sign by month for a list of all sites claimed.
3 - Select the most recent version of this month’s claim.
Only the revision with the highest number can be changed. If there have
been multiple revisions, an additional “+” will appear next to the month.
Click the black outer “+” to see all of the revisions.
Click the yellow inner “+” to see all of the site claims for a particular
revision.
Once you have selected the highest revision number, the process to create a
revised claim is the same as described in part D, steps 3 and 4.
IMPORTANT! Only the Site Claim(s) with changes need to be saved
again.
IMPORTANT! The Sponsor Claim must be approved by KSDE in order
for payment to be made.
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