Claim Payments

The Payments to Sites screen allows you to:

  1. See the claim amounts for each site for the claim month
  2. Adjust the total claim amount if the My Food Program estimate does not match the claim amount calculated by the state agency
  3. Adjust the payment amount to the site (*except for family child care homes which receive the entire claim amount)
  4. Track whether you have sent payment to your sites for a claim month and the date the claim was paid.
  5. Record the check number associated with a claim payment.
  6. If you are using our QuickBooks integration, this will allow you to generate bills in QuickBooks automatically.

To Access the Claim Payments Screen and View Claim Amounts

  • Login as a sponsor user. This will take you to the main sponsor dashboard.
  • From the main sponsor dashboard, click on the green tab labeled Claims
  • From the claims menu, click the button that says Claim Payments
  • In the upper-right hand corner select a month and year
  • The screen will populate data for every site that a claim for the selected month. This is what the screen will look like: 
FieldNotes
Site Name
Site ID
Site Type
Claim TypeCACFP Standard, CACFP School Age, CACFP Preschool, ARAM or SFSP
Batch
The full name of the claim batch. You can filter by batch, see instructions below.
Includes
This field will have one of three values: 1. Original Claim: this means that the claim was crated and not adjusted. 2. Original + Adj: this means that the claim amount includes both the original claim and an adjustment 3. Adj Only: this means that the original claim was paid and this claim amount only accounts for the adjustment made after the claim was paid.
Site Claim Total
The claim amount calculated by My Food Program or input by the user (see instructions below about adjusting the claim amounts)
Operating Funds
This column is blank for family child care homes. For site types other than family child care homes, this will match the Payment to Site Amount.
Payment to Site Amount
For family child care homes, this amount will match the Site Claim Total. For site types other than family child care homes, this amount will match the operating funds.
Paid
**If there are double asterisk on the “Paid” column, that claim payment has been revised by changing the check number, changing the payment date or removing the claim payment.
Date
The date that the claim was paid. This is an editable field, see instructions below.
Check Number
Record the check number associated with the claim payment. Please note: in order to record a check number, the claim must be marked as paid.
External Bill ID
If you are using our QuickBooks integration, this column will populate with the QuickBooks Bill ID
QB Linked
If you are using our QuickBooks integration, a green check confirms that a site is currently linked to a QuickBooks vendor.

To Adjust the Site Claim Total

If the claim amount calculated by your state agency differs from the estimate in My Food Program, you may need to adjust the Claim Calculation Method. Alternatively, you can change the Site Claim Total by:

  • Deleting the Site Claim Total computed by My Food Program
  • Type the new Claim Total from your state agency in the text box
  • Click the green Save button at the top of the screen

To Adjust the Amount of the Claim Going to the Site (Operating Funds)

My Food Program will automatically split the claim payment total between the site and the sponsor based on the Sponsor Percentage in Site Details. (Please note that we do adjust for cash-in-lieu of commodities. Read our detailed article about Computation of Reimbursement for full information.)


If you are viewing claims for family child care homes, the "Operating Funds" column will be blank; this is because home sponsors receive separate administrative payments rather than a percentage of the claim.


To Adjust the Operating Funds (Payment to Site) for a site type other than a family child care home:

  • Delete the Operating Funds computed by My Food Program
  • Type the new Operating Funds in the text box
  • Click the green Save button at the top of the screen

To Record a Check Number

  • Next to each claim or claim adjustment, enter the check number, mark the claim as paid, and click “Save” at the top of the screen.

Please note: in order to record a check number, the claim must be marked as paid. Check numbers are included as a column on the Claims Spreadsheet.

To Mark a Claim as Paid

  • Check the box next to each claim that was paid. There is a checkbox at the top of that column that will check all claims as paid.
  • Click the green Save button at the top of the screen.


To Make a Claim as Unpaid

  • Uncheck the box next to each claim that was not paid.
  • Click the green Save button at the top of the screen.


You can see these changes on the Claim Payment History Report.

To Change the Claim Payment Date

  • Delete the date in the Date column
  • Type the new date in the Date column
  • Click the green Save button at the top of the screen

To Filter By Batch

  • You can either type the full name of the claim batch in the field and click on the magnifying glass OR
  • Copy/paste the name of the claim batch from one of the claims into the field and click on the magnifying glass


To clear the filter, just delete the text in the claim batch field and click the magnifying glass.

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