Re: Corrective Action Plan for Findings Related to Monthly Claims for Reimbursement and Free/Reduced
Meal Applications
In response to the findings regarding the District's internal controls over monthly meal count reporting, Claims for
Reimbursement, and the review of Free and Reduced Meal applicati...
Re: Corrective Action Plan for Findings Related to Monthly Claims for Reimbursement and Free/Reduced
Meal Applications
In response to the findings regarding the District's internal controls over monthly meal count reporting, Claims for
Reimbursement, and the review of Free and Reduced Meal applications, Hannibal School District 60 has developed
the following Corrective Action Plan (CAP) to address the identified issues and ensure compliance with federal
regulations under 7 CFR 210.B(a), 7 CFR 220.11(c), and 7 CFR 245.6(c)(4).
Corrective Action Plan Details:
1. Finding 1: Lack of Oversight on Monthly Claims for Reimbursement
Condition:
The District did not conduct a review of monthly Claims for Reimbursement before submission to the
Department of Elementary and Secondary Education (DESE), nor was a subsequent review performed
after submission. Additionally, the Claims for Reimbursement for February and April were submitted with
the lunch and breakfast meal counts incorrectly switched.
Planned Actions:
o Review Process for Claims:
The District will establish a clear and documented procedure for reviewing the monthly Claims for
Reimbursement before submission to DESE. This process will include a verification checklist to
confirm the accuracy of meal counts for both breakfast and lunch.
o Secondary Review by Senior Staff:
A second, independent review will be conducted by the Food Service Supervisor or another
designated senior staff member before submission. The purpose of this review will be to ensure
that meal counts are correctly reported and to identify any discrepancies before the claims are
submitted.
o Training:
All staff involved in the preparation and submission of monthly meal claims will undergo additional
training on the accurate completion of meal count reports and claims for reimbursement.
2. Person(s) Responsible:
o Food Service Director: Oversee the implementation of the new review procedures for monthly
Claims for Reimbursement.
o Food Service Supervisor: Conduct a secondary review of the monthly meal count reports before
submission.
3. Anticipated Completion Date:
The review procedures and training will be fully implemented by January 1st, 2025
4. Finding 2: Inadequate Review of Free and Reduced Meal Applications
Condition:
During testing, it was noted that one app.lication had illegible numbers, resulting in unclear income figures.
The household was assumed to be eligible for free meals, but the accuracy of the income figures was not
verified, which could have led to improper eligibility determination.
Planned Actions:
o Review and Verification Process:
The District will implement a formal review process to ensure that all Free and Reduced Meal
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applications are thoroughly checked for legibility and accuracy. This review will include verifying
income calculations and ensuring that illegible numbers or unclear data are clarified before
eligibility determinations are made.
o Enhanced Application Procedures:
A standardized checklist will be developed for reviewing applications, with specific attention to
legibility, accuracy, and completeness. The checklist will be used by staff during the application
review process.
o Follow-up with Households:
If any data on an application is unclear or illegible, the District will contact the household to clarify
the information before proceeding with the eligibility determination.
o Training:
The Food Service Director and application review staff will receive training on the proper review
and verification of Free and Reduced Meal applications, including the importance of ensuring that
all information is clear and accurate.
5. Person(s) Responsible:
o Food Service Director: Oversee the review and verification process for Free and Reduced Meal
applications.
o Food Service Staff: Review applications for legibility and accuracy, and follow up with households
if necessary.
6. Anticipated Completion Date:
The new review process and training will be fully implemented by January 1st, 2025
7. Cause of Findings:
The primary cause of these findings was the misinterpretation of handwritten reported income by the
applicant and a mix-up of breakfast and lunch counts during the reporting of Free and Reduced meal
counts for one school over the course of a few months.
8. Effect of Findings:
Without a robust review process in place, there is a risk of submitting inaccurate meal count data and
miscalculating eligibility for free and reduced meals. This could result in the District receiving either too
much or too little funding from DESE, affecting the financial stability of the program. Additionally, failure to
ensure accurate eligibility determinations could result in noncompliance with federal regulations, potentially
leading to penalties or loss of funding.
Implementation and Monitoring:
• Ongoing Monitoring:
The Food Service Director will regularly monitor the new procedures to ensure they are being followed
correctly and will conduct random spot checks of meal counts and application reviews to ensure
compliance.
• Reporting:
The Food Service Director will report on the status of the corrective actions to the Superintendent on a
monthly basis until the corrective actions are fully integrated into the District's operational processes.
We are committed to ensuring the accuracy and integrity of our meal count reporting and eligibility determinations.
The District will implement these corrective actions in a timely manner to address the identified findings and ensure
compliance with applicable federal regulations.
If you have any questions or require further details, please do not hesitate to contact me.
Sincerely,
Susan Johnson
Superintendent of Schools
Hannibal School District #60