Please select the category of questions that applies to you:
Sponsor FAQs
General
Q. Which of my current processes will the CNIPS replace?
A. When the School Nutrition Programs phase is implemented, the CNIPS will allow for online entry of:
- New Sponsor Applications
- Annual Updates
- Site Applications
- Site Change Requests
- Reimbursement Claims Entry
- Verification Reporting
- Food Safety Inspection Reporting
Q. Can the primary sponsor physical address be changed in the CNIPS?
A. If you are a public school district, the primary sponsor physical address in the CNIPS is derived from the County District database, which is the official repository for district names and physical addresses. If you are a public school district, the primary sponsor address is “display only” in the CNIPS. Changes to your district’s physical address can be made by downloading and completing the Change Request for a Count-District (CD) Code (DOC; 41KB; 1p.) on the California Department of Education (CDE) Web page and returning the form to the CDE’s Data Management Division. Within the CNIPS, sponsors will now have the opportunity to provide the CDE with their mailing address as well as food service director and official sponsor addresses, which can be updated (as necessary) in the system.
Q. Where can I find additional information about the CNIPS?
A. Additional information can be found on the CNIPS Web page.
Use of and Access to the CNIPS
Q. What will I need to access the CNIPS?
A. In order to access the CNIPS and submit applications to the Nutrition Services Division for approval, please have the Quick Start Guide (sent to you on August 15, 2008) available for reference in addition to your CNIPS ID and password.
Q. When and how will I receive my CNIPS User ID and password?
A. The CNIPS User Identification (ID) numbers and passwords will be sent to School Nutrition Program sponsors via e-mail in late August 2008. For security purposes, you will receive two separate e-mail messages. The first e-mail message will provide you with a CNIPS User ID and the second e-mail message will provide a password that allows you to access the system. We will send these e-mail messages to either the designated CNIPS administrator or the food service director (which may be the same person in your district). The contact information that you provided to us in April 2008 will be used in addressing these e-mail messages. If a CNIPS administrator was not designated for your district, then communication regarding the CNIPS will be sent to the food service director.
After you log into the system for the first time with the User ID and password that are provided, the CNIPS program will prompt you to immediately change the password. Please keep your password in a secure location for future reference.
Q. What if I am unable to retrieve my password?
A. Two e-mails, one containing your CNIPS user ID and another containing your CNIPS password, were sent to your agency on Monday, August 25, 2008. The second e-mail was encrypted, containing a link to sign on to a Web page in order to retrieve your password. When selecting this link, some users received a warning message notifying them the page was not trusted. Others received a "Page Not Found, "Page Could Not Be Displayed," or "Access Denied" error message.
If you received a warning that the Web site was not trusted, please disregard the warning and proceed to use. The page belongs to the CDE and is secure. If you are still not able to access the page, please contact your information technology office and ask that you be allowed to access it.
Q. What if we need to change the name of the primary contact (either the designated CNIPS administrator or the food service director) to receive the CNIPS User ID and password?
A. Send an e-mail request to CNIPS@cde.ca.gov. Be sure to include your agency’s name and CNIPS ID number with your request.
Q. How often will my CNIPS password need to be changed?
A. We have not yet determined the frequency of password expiration. Generally, system passwords are reset at least every 90 days in order to ensure security. The CNIPS will automatically prompt users to change their password when the password has expired.
Q. Will sponsors have the ability to allow different levels of access for employees within their agency?
A. Yes, the CNIPS Administrator or the food service director (may be the same for some sponsors) will have the ability to assign different authority levels of screen access to different users to meet business needs (e.g., claims submission, applications/renewals).
Q. What if I do not have access to the Internet?
A. We strongly recommended that all sponsors obtain access to the Internet by early spring 2008. Having Internet access is an essential component for using the CNIPS.
Q. How will sponsors be notified about their application and/or reimbursement claim status?
A. Sponsors can check the status of their application or claims at any given time by logging into the CNIPS and selecting the Application packet or Claim options to view the status of either their application or their claim.
Training and Technical Assistance
Q. How will sponsors be trained to use the CNIPS?
A. Several options for CNIPS training will be made available for sponsors. Possibilities include:
- The CNIPS User Manual
- The integrated "Help" feature in the CNIPS
- Web-based training (e.g., Webinars)
- Classroom computer training at various locations throughout the state
Check the CNIPS Web page for updates on trainings to be offered in the summer and fall 2008.
Q. Who should I call with questions?
A. Once the CNIPS is up and running, the California Department of Education will have CNIPS Help Desk staff to provide assistance in navigation and use of the new Web-based system. The Help Desk telephone number is 1-800-952-5609. Select option #6 to access the CNIPS Help Desk.
Claims for Reimbursement
Q. How do I submit my first reimbursement claim using the CNIPS?
- Receive your CNIPS User ID and password from NSD.
- Create User IDs and passwords for each of your staff that will use the CNIPS.
- Participate in CNIPS training, including use of the CNIPS User Manual and integrated “Help” feature.
- Verify and submit your sponsor and site application data online in the CNIPS.
- Submit your claim online in the CNIPS, beginning with your October 2008 claim(s).
Q. What kind of quality control will there be for sponsors to ensure accuracy of their reimbursement claims prior to submission?
A. The CNIPS has validation edit check points and the system will display error messages to ensure errors are corrected prior to the claim being submitted. If there are errors in the claim after clicking the “Submit” button, the status field on the claim form will note “Errors".
Q. Will the CDE process claims more quickly once the CNIPS is implemented?
A. The speed of claims processing with the CNIPS will be more efficient, resulting in quicker reimbursement after claims are submitted. However, the State Controller’s processes in issuing checks will be not be affected.
Q. Must sponsors keep documentation proving they submitted a claim?
A. Yes. Proof of claim submission is stored in the CNIPS. When sponsors click the “Submit” button on the claim month “details screen”, and the claim passes the validation edit checks, the submit date is captured and displayed as the “Date Accepted.” Sponsors can also print the claim screen that shows the “Date Accepted” as proof of submission.
Q. Will I still need to save all the documentation for the site-specific data submitted through the CNIPS as part of my Coordinated Review Effort after the CNIPS is implemented?
A. If you elect to submit only sponsor level claim data and do not provide site-specific data in the CNIPS, you will need to retain your site level hard copy or electronic documents as backup during a Coordinated Review Effort. In addition, save your backup site claim data in a retrievable format (electronically or in hard copy) if you report your site-specific claim data in the CNIPS.
Q. If a district has a high rate of free and reduced-price meal participation which often exceeds the National Attendance Factor, will the CNIPS allow me to submit my claim? For example, if the National Attendance Factor is 93 percent and our meal participation is 98 percent, will the CNIPS accept our claim?
A. If the number of “Free Meals Served” exceeds the "Number of Children Approved to Receive Free Meals" multiplied by "Number of Operating Days" multiplied by "Attendance Factor,” the CNIPS will display a warning message; however, the system will still allow you to proceed with submitting the claim. You must keep documentation on file as to the reason for exceeding the National Attendance Factor.
Q. How will the CNIPS work with Point of Sale (POS) systems?
A. If you currently have a POS system, you will need to work with your POS vendor or your district Information Technology (IT) staff to extract and format the data according to the POS File Layout Specifications located on the CNIPS Web page.
Q. Can the CNIPS import site-specific data for my reimbursement claim?
Yes. The CNIPS can accept your agency’s site-specific data and aggregate it for sponsor level claim purposes. Instructions will be located on the CNIPS Web page.
Q. How does a sponsor receive a Vendor Number?
A. All Sponsors that have existing agreements with the Nutrition Services Division (NSD) currently have a Vendor Number. The Vendor Number is assigned to the Sponsor during the initial application process by the CDE’s Fiscal and Administrative Services Division, Accounting -CALSTARS Unit. Prior to receiving any form of payment from CDE, the Sponsor completes the Payee Data Record form (STD 204) and is then provided a Vendor number. For the POS file purposes, the Vendor Number will be provided by the child nutrition sponsor. The Vendor Number identifies the sponsor to the State Controller's Office (SCO) who then issues reimbursement checks to the sponsor.
Q. How are CDS (County, District, and School) numbers entered into the CNIPS? Are these numbers entered manually by the district or are the numbers automatically provided by the State?
A. The CDS Code is provided to the sponsor by the CDE, and not by the NSD. Visit the California School Directory page. The CDS codes can be provided to vendors by the child nutrition program sponsors. It is not a required field in the POS file format. If present, the CDS Code will be used as a validation, but it is not stored in the CNIPS tables from the POS source file.
Q. Is a license Number required for the Point of Sale (POS) file?
A. Public School Districts do not have license numbers. The license numbers are assigned to Residential Child Care Institutions (RCCIs) that participate in the National School Lunch Program (NSLP). If any vendors have RCCI clients, the RCCI can provide the POS vendor with the license number which is specific to a site, not to a sponsor. All RCCIs must include their license number in their application request.
Point of Sale (POS) Vendors FAQs
Q. How will the CNIPS work with Point of Sale (POS) systems?
A. If you currently have a POS system, you will need to work with your POS vendor or your district Information Technology (IT) staff to extract and format the data according to the POS File Layout Specifications located on the CNIPS Web page. Refer to the POS File Specifications when you are reviewing the following questions and answers.
Q. How does a sponsor receive a Vendor Number?
A. All sponsors that have existing agreements with the Nutrition Services Division already have a Vendor Number. The Vendor Number is assigned to the sponsor during the initial application process by the California Department of Education’s Fiscal and Administrative Services Division, Accounting -CALSTARS Unit. Prior to receiving any form of payment from CDE, the sponsor completes the Payee Data Record (STD.204) (DOC; 83KB; 2pp.) and is then provided a Vendor number. For the POS file purposes, the Vendor Number will be provided by the child nutrition sponsor. The Vendor Number identifies the sponsor to the State Controller's Office (SCO) who then issues reimbursement checks to the sponsor.
Q. How are County, District, and School (CDS) numbers entered in the CNIPS? Is this code entered manually by the district or are the numbers provided by the State?
A. The CDS Code is provided to the sponsor by the CDE, and not by the Nutrition Services Division (NSD). Visit the California School Directory page. The CDS codes can be provided to you by the sponsors.It is not a required field in the POS file format. If present the code will be used as a validation; however, it is not stored in the CNIPS tables from the POS source file.
Q. Is a License Number required for the POS file?
A. Public school districts do not have license numbers. The license numbers are for Residential Child Care Institutions (RCCIs) that participate in the National School Lunch Program (NSLP). If any of your clients are RCCIs, they can provide you with the license number which is specific to a site, not a sponsor. All RCCIs must include their license number in the application.
Q. Sponsor Name: This is most likely the district name; but does it have to exactly match their name in the CNIPS?
A. The sponsor name is the name of the organization (usually a district) with which NSD has an agreement to participate in the NSLP. The name does not have to exactly match the unique identifier for the sponsor in the CNIPS.
Q. CNIPS ID: Is this number added manually by the district or do we need to program and data entry area for the district?
A. The CNIPS ID is generated automatically by the CNIPS system and is the unique identifier for the POS file for the sponsor. Upon conversion of our existing data for our sponsors, NSD will work with POS software vendors to provide the CNIPS IDs for their clients.
Q. Site Name: This is most likely the School Name; but does it have to exactly match their name in the CNIPS? For example: Oak Elem School vs. Oak Elementary School?
A. The Site Name is the name of the site(usually a school) covered by a sponsor (usually a school district) with which NSD has an agreement to participate in the NSLP. The site name does not have to match exactly the name in the CNIPS, per your example above.
Q. General Information for G1 (and G2) — Number of Children Approved to Receive Free/Reduced Meals: Does this number come from the beginning/end of the month? Is it an average or highest/lowest within the month?
A. It is an actual number that comes from the end of the month. Some children may become eligible after the start of the month, so the number would reflect the total number of children with approved applications for free and reduced-priced meals at the end of the month.
Q. Lunch L4/L5/L6 — Free/Reduced/Paid Meals Served: Is this only for reimbursable meals?
A. Yes
Q. Breakfast B4/B5/B6 — Free/Reduced/Paid Meals Served: Is this only for reimbursable meals?
A. Yes
Q. Breakfast Severe Need N4/N5/N6 — Free/Reduced/Paid Meals Served: Is this only for reimbursable meals?
A. Yes
Q. California Fresh Start Program CF1 — Number of Breakfasts Served Offering Nutritious Fruits and/or Vegetables: Does this include any breakfast meal served as part of the California Fresh Start Program?
A. The California Fresh Start Program (CFSP) is not currently funded; therefore, sponsors will not be submitting claims for this program. If the program were funded, the sponsor would claim all breakfast meals served at an approved CFSP site.
Q. Meal Supplements S1/S2 — Number of Children Approved to Receive Free/Reduced Price Supplements: What do “supplements” refer to? Is this related to their Free/Reduced Application? Is this a special serving period? Is it a serving period based on the next set of fields similar to Breakfast and Lunch above?
A. Supplements are "reimbursable snacks" that are served AFTER the end of the school day to students who are in an afterschool care program at the school site.The site would need to be approved as a National School Lunch Program sponsor and approved for After School Meal Supplements in order to claim meals/snacks.
Q. Meal Supplements S6/S7/S8 — Free/Reduced/Paid Supplements Served: Is this only for reimbursable meals?
A. Yes
Q. Area Eligible S1 — Number of Children Approved to Receive Free Supplements: Is this a ‘severe need’ version of the Meal Supplements program?
A. Yes. A site cannot claim meals served in BOTH area eligible and non-area eligible sites since a site can only be one or the other. Site eligibility is based on the student eligibility population of the site (50 per cent of the enrollment must be eligible for free and reduced-priced meals to qualify).
Q. Area Eligible S6 — Free Supplements Served: Is this reimbursable for meals only?
A. Yes
Q. Special Milk Program M4 — Children Approved to Receive Free Milk: Does this relate to household applications for Free Milk?
A. Yes, the site has to be approved to claim free milk and the site needs to have on file the approved household application for the child who is eligible for free milk.
Q. Special Milk Program M5 and M6 — Number of Half Pint Fluid Milks Purchased: If we can only identify Half Pint Fluid Milk by menu button and category, is this satisfactory?
A. M5 and M6 are used to calculate the price per half pint of milk for which the sponsor is reimbursed. The price per half pint is used to reimburse free milk and it is an edit to prevent a sponsor paying more than $0.50 per half pint of milk. In addition, the amount purchased is compared to the amount served on a year-to-date calculation. There is an edit to prevent a sponsor serving more milks than purchased.
Q. Special Milk Program M6 — Total Cost of Fluid Milk Purchased This Month: If the district is not using the Inventory module, can this be entered manually?
A. Yes. M5 and M6 are used to calculate the price per half pint of milk paid to the sponsor. For more detail, see the above answer.
Q. Special Milk Program M7/M8 — Free/Reduced Milks Served: Is this only for reimbursable milk? [i.e. One half pint per student per day]
A. Yes, this is only for reimbursable milk under this program. Under the Special Milk Program, the sponsor can be reimbursed for the total number of half pints of milk served, which may be more than one per student.
Q. State Meals Only SM1/SM2 — Number of Children Approved to Receive Free/Reduced Price Meals: Is this State vs. Federal; and related to their Free/Reduced Application?
A. This section of the CNIPS is not related to the federal Special Milk Program. It is only for the State Meal Program. Public school districts and County of Superintendent of Schools electing not to participate in the federal nutrition program are required by mandate to provide one nutritionally adequate meal to students eligible for free and reduced-priced meals. If the district only wants to be reimbursed for children eligible for free and reduced price meals, they can apply for the State Meal Program. This program only processes state reimbursement for free and reduced priced breakfast and lunches served to needy children.
Q. State Meals Only SM6/SM7 — Free/Reduced Meals Served: Is this only reimbursable meals?
A. Yes
Q. Site ID: Is this entered by the district or extracted from the software?
A. The CNIPS Site ID is generated by the CNIPS and is the unique identifier for that site claim POS file for the sponsor. Upon conversion of existing data for sponsors, NSD will work with POS software vendors and provide them with the CNIPS IDs and CNIPS Site IDs of their clients.
