Finding Text
CONDITION: We tested three months of monthly claims reimbursements at the School District and noted several instances (for each month tested) where the School District underreported or overreported the meals served at several school locations by an insignificant amount. The total difference resulted in meals being underreported by 31 meals out of total of approximately 3,919,000 meals served, or .0008%. CRITERIA, CONTEXT, AND EFFECT: School food authorities must submit monthly claims reimbursement for meals and snacks served to eligible students within 10 days following the last day of the month covered by the claim. Each month’s claim for reimbursement and all data used in the claims review process must be maintained on file along with accurate records justifying all meals claimed and documenting that all program funds were spent only on allowable Child Nutrition Program costs. Generally, each month the School District office receives a list of meals served at each school through its point of sales/food service system (Mosaic). The District then transfers the meals served data from Mosaic to its accounting software (Infor/Lawson). The District then generates a meal served summary report from Lawson which is used to complete the monthly claims’ reimbursement form within SCAPS. The amounts of meals served that was transferred from Mosaic to Lawson was off for several locations by an insignificant amount (as some locations did not transfer properly). The School District relied on the system report (did spot checks some locations) which resulted in the SCAPS monthly claims reimbursement report being off by an insignificant amount. CAUSE: The School District relies on its accounting system (Infor/Lawson) report and did not make any notations of differences in totals that were off by an insignificant amount for several locations as most locations were correct. RECOMMENDATION: We would encourage the District to work with its food service and accounting software vendor to fix the transfer of data between systems as well as periodically review the meal counts for accuracy. RESPONSE: The School District agrees with this finding and will adhere to the corrective action plan on page 176 in this report.