Guide to Milk Audits

What is a milk audit?

A milk audit is a comparison milk available to milk usage to make sure there isn't a shortage.

Milk audits can be created for multiple sites at once at the sponsor level or for each site individually.

Article Links:

• Milk Audit for Multiple Sites
• Milk Audit Types

That depends on the settings the sponsor chooses! Sponsors have the following options:

1. Do not require a milk audit
2. Require a milk audit before a center or site can submit their claim
3. Require a milk audit before a claim can be created
4. Automatically create a claim as part of the claims creation process

Article Links:

• Milk Audit Requirements

Can I make an exception to the milk audit requirement?

Yes. There is a checkbox in Site Details that will let you ignore the milk audit requirement for an individual center or site.

Article Links:

• Ignore Milk Audit Requirement

That depends on the settings the sponsor chooses! Sponsors have the following options:

1. Do not disallow meals if there is a milk audit shortage
2. Disallow meals by a percentage of meals and snacks
• With the option for a leeway percentage
3. Disallow meals to account for a certain amount of underserved milk
4. Disallow meals or snacks based on milk receipt dates

Article Links:

• Milk Audit Requirements

We offer three types of milk audits:

1. Monthly comparison or "Milk Audit by Month"
2. Daily comparison based on milk receipt dates or "Milk Audit by Day"
3. An analysis of participant being served a fluid milk substitute or a "Substitute Milk Audit"

Article Links

• Milk Audit Types
• Create a Milk Audit by Month
• Create a Milk Audit by Day
• Create a Substitute Milk Audit
• Milk Audit for Multiple Sites

1. Milk purchases entered in the Expenses feature
• Note the some sponsors only include approved milk purchases in the milk audit
2. Carryover from a prior month
3. Manual increase in the amount of milk available

Article Links:

• Add an Expense
• Carryover Milk Balances from Prior Months
• Manual Increase of the Amount of Milk Available for a Milk Audit
• Only Include Approved Expenses in Milk Audit

1. Based on meal attendance: we multiply the USDA meal pattern serving size for milk for each age range by the number of participants in each age range that ate a meal or a snack with milk.
2. Based on food production records

Article Links:

• Milk Audit Calculation Method

Can I restrict the settings on manual increases and decreases?

Yes! Center or site staff can be restricted from entering the following types of increases:

• Opening Balance
• Parent-Provided
• Purchase
• Reused from Share Table

Center or site staff can be restricted from entering decreases as well. You can restrict or allow decreases of the following type:

• Additional Servings
• Spoilage/Waste

Article Links:

• Permissions for Milk Audit Manual Increases
• Permissions for Milk Audit Manual Decreases
• Manual Increase of the Amount of Milk Available for a Milk Audit
• Manual Decrease of the Amount of Milk Available for a Milk Audit

Can I store notes related to the milk audit?

Yes. There is a textbox at the bottom of the milk audit screen that lets you record your notes. These notes are always visible on the milk audit screen and are also included in the Claim Summary Report if you choose to include the Milk Audit Summary when running the report.

Article Links:

• Milk Audit Notes
• Claim Summary Report

How do I indicate that a milk audit is complete?

A milk audit needs to be finalized before a claim can be created. The center/site staff can finalize it or the sponsor staff can finalize it. If you choose to have milk audits created automatically as part of the claims process, the finalization process will also be done automatically.

Article Links:

• Finalize a Milk Audit

Can I delete a milk audit?

Maybe! First, it depends on if you work for a center or a sponsor. Sponsors can decide to restrict delete permissions to only sponsor staff. And secondly it depends on whether a claim has been created. If a claim has been created, then no one can delete a milk audit because it would delete the data used to make any disallowances (or the proof that no disallowances were necessary)

Article Links:

• Milk Audit Delete Permission
• Delete a Milk Audit

There are two ways:

1. After the claim is created, the milk audit screen will have a list of disallowed meals

2. Review the Disallowed Meals Report for a list of meals disallowed

Article Links:

• Disallowed Meals Report