SIS 2000+ Food Services, Sec. 4, Administration / Rates

SIS 2000+ Food Services

Last update: 09/03/2000 jmm

Sec. 4, Administration / Rates

Elementary, Middle and Secondary Meal and Milk Rates are set at the District level, which creates default Rates Templates for each school in the district. These default rates may be modified for schools using rates that are exceptions to the district rates. Lunch and Breakfast Meal and Milk Rates may be set for Students -- Free, Reduced and Full-pay, Faculty, and Visitors (including Worker rates).

Pre-Kindergarten Meal Rates may also be set in addition to elementary, middle and secondary rates. Pre-Kindergarten Rates supports student free/reduced/full-pay status and allow pre-kindergarten student meals to be priced differently than student meals.

Rates may be set for additional meals. Multiple meals plus ala carte items may be served to an individual during the course of breakfast or lunch. The first student meal served (breakfast and lunch) each day qualifies as the reimbursable meal.

Meal Rates are date-driven using effective and expire dates. These dates are not required unless a rate changes mid-year, in which case the current rate is assigned an expiration date, and a new rate placed in effect with an effective date. Meals and Milk are charged using the rate in effect as of the date of service.

Rules for Rate Change Records:
Meal Rates, Milk Rates (if milk is treated as a Meal Item and not an ala Carte Item), Reimbursement Rates and Sales Tax Rates all use Change Records to establish specific time frames for each rate. This allows rates to change mid-year without affecting historical reporting, and also maintains a history for each rate. The following applies to Rate Change Records:

Effective and Expire Dates are not required unless a Rate changes. If these dates are not present, the system assumes the rate is in effect.
If a Rate changes, only the Expire Date is required to close the current rate. The Effective Date is optional.
To place a new rate in effect, only the new Effective Date is required. The Expire Date for the new Rate is optional.

It is recommended that both Effective and Expire Dates are included when a rate is entered to promote consistency and to avoid inadvertently using an incorrect rate at the start of a new school year. Also, assigning both dates to a rate produces concise Rates Reports with clearly defined period of coverage for each Rate.

Reimbursement Rates may be set for each Meal and Milk rate. The reimbursement amount is the sum total of a user-defined breakdown of reimbursement sources. Default categories supplied at installation are Federal, State, Commodity and Severe Need.

Sales tax may be indicated for each meal and milk rate. If tax rates are supplied, a tax report may be printed which details sales tax payable for a specified date range.

About Security --
Access to the Rates module may be controlled by granting/denying permission on a user by user basis (SIS 2000+ Faculty/Permissions page). All changes made to food service rates create 'Changed by' and 'Change Date' records.

About Security and Distributed Networks -
If a distributed network is in place, you must be logged on to the main database to have access to the Rates module. Access to Rates will be denied if you attempt access while logged on to the local database.

4.1 Run Food Services Rates
From the Food Service main menu, click on the Administration button to open the Administration menu. Click on the Rates button to open Food Services Rates.

Fig. 1 - Food Service District Rates

4.1.1 Food Service Rates Text fields

District

District

School Type
School Types available is based upon data present in the SIS 2000+ School Table, completed during installation. School types are Elementary, Middle, High School and Pre-Kindergarten.

Fig. 2 - Rates District and School Type

4.1.2 Food Service Rates Command buttons
Print
Produces a listing of District Meal and Milk Rates, plus schools using rates that are exceptions to the district default rates. Meal and Milk Reimbursement Rates are also listed, as well as Sales Tax Rates and meals and milk marked as taxable.

Delete
Deletes an existing rate. Single click on the rate to select it, then click the Delete button. An alert displays to confirm that this rate is to be deleted and requires a Yes/No response to continue.

Fig. 3 - Delete Rate

Care should be taken to use Delete only to correct a data input error. Error trapping will not permit a rate to be deleted if it has been used for meal/milk service. If a rate which has been used is no longer in effect, it should be expired, and a new rate placed in effect. See Sec. 4f.1, Edit District Rates.

Edit
Provides access to an existing District rate, and any exceptions to that rate. See Sec. 4f.1, Edit District Rates if a replacement rate needs to be placed in effect.

Add
Presents the District Rate template in Add mode.

Quit
Exits Food Service Rates and returns to the Food Service main menu.

4.1.3 Sales Taxes
The Sales Tax Editor is located within the Rates File menu. Types of Sales Taxes (State, local etc.) are set in the SIS 2000+ Table Editor, since sales tax (if applicable) will be referenced by Student Body Accounting sales in addition to food item sales. Food Service Tax Rates, Tax Rate status records, and Assignment of taxable status to food items are maintained within the Food Service Rates Sales Tax Editor (see Sec. 4c).

Fig. 3 - Food Service Rates / Sales Taxes

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