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SIS 2000+ Food Services

Sec. 4a, Rates / Add District Meal Rates 
 

Food Service Rates assigns a default District Rate to each Elementary, Middle, High School and Pre-Kindergarten population in the district. If meal and milk rates are uniform throughout the district for these types of schools, Meal Rates setup is complete when the District rates are finished. If there are schools within the district using rates that are exceptions to the District Rates, complete the District Rates first, then proceed to Sec. 4b, School Exceptions. See Sec. 4e, Pre-Kindergarten Rates for specific instructions on establishing a pre-kindergarten rate structure for the district.
 

Fig. 1 - Food Service Rates, District Middle School Rates
 

4a.1 Add a District Rate
A Rate template is required for each school type in the district -- Elementary, Middle, and High School. The Rates template for each school type needs to contain rates for all service configurations used by that type of school.

4a.1.1 Select School type
Display School types by clicking on the School type drop down list box, then click on the correct School type -- either Elementary, Middle, High School or Pre-Kindergarten.

4a.1.2 Add a Meal Rate
Click the Add button at the bottom of the Food Service Rates window to display the Rate Editor. The Rate Editor will display in edit mode, with default Rate Information supplied (Food type, Consumer type and Pay Type). A default rate 'row' is created, which may be completed after Rate information is completed. School Type is read-only, having been set in the previous screen (Fig. 2).


Fig. 2 - Rate Editor, Add mode, Default values
 

** Please Note:
Rates flexible structure accommodates a broad variety of service environments. This means that while you may set a rate for any configuration, you must set rates for all service possibilities within that configuration. For example, Student Milk is offered for sale at a flat rate of .25. A rate is set for Student Full-Pay Milk @ .25. In addition, you must also have rates set for Student Reduced Milk and Student Free Milk even if the price for each category is identical, so that when a regular, free or reduced student purchases milk a rate exists for that sale configuration. Otherwise, when milk is sold to a free or reduced student, a Cafeteria alert will display to notify you that a rate does not exist for this sale. When setting meal and milk rates, consider What you will be serving and Who you will be serving.

Rate Editor Command buttons

Edit -
Places the Rate Editor in edit mode. The Rate Editor displays in read-only mode only if a previously saved rate has been loaded.

Add -
Inserts a new default Rate row with Rate 1, Rate 2 and Worker values set at "0.00".

Remove -
To remove a rate change record, click anywhere within that row, then select the Remove button. A confirmation prompt requires a 'Yes' / 'No' response to continue (Fig. 10).


Fig. 10 - Remove rate change record
 

Undo -
Discards unsaved current changes and reverts to the last saved version of this rate.

Save -
Saves current changes. The Save button is enabled only when the Rates editor is placed in edit mode and changes have been made.

Done -
Done exits the Rate Editor. Done is enabled only when the Rates Editor is in read-only mode, or after Undo or Save has been selected from edit mode.

School Rates -
The School Rates button allows exceptions to be made to this District rate on a school by school basis. In Fig. 9, the District Rate has been set for Elementary, Breakfast, Student, Free (with Worker meal at "no charge"). This rate is automatically assigned to all Elementary schools in the district. If any of the elementary schools use a different rate for the Elementary, Breakfast, Student, Free, and Worker meal, select the School Rates button to access the Elementary, Breakfast, Student, Free Rate template for individual elementary schools. Select the specific school(s), and record exceptions to the district rate (see Sec. 4b, School Exceptions).

4a.1.3 Select Food type
Display Food types by clicking on the drop down list box, then click on the food type for this rate. Types are Lunch, Breakfast or Milk (Fig. 3).


Fig. 3 - Rate Editor Food Types
 

About the Milk Food Type
The Food Type Milk may be used or not used, according to the district or school's particular needs. If Milk rates are set in the Rates Editor, then Milk reimbursement rates may be used, and Milk service data will be included in Meal Service reports. Reimbursement reports will include Milk reimbursements due the district. If you do not participate in the Special Milk Program, and/or you do not want Milk service data included in Meal Service reports, then either omit reimbursement rates for the Student Milk Rates, or place Milk as an ala Carte Item (See Items, Sec. 5). If Milk is handled as an ala Carte Item, reimbursement rates are not available, and Milk service appears in ala Carte reports only.

If you participate in the Special Milk Program, as well as provide additional milks as an ala Carte item, you must place Milk both in the Rates Editor as reimbursable Milk for free and reduced students, and in Items as a non-reimbursable ala Carte Item. Your reimbursable Kindergarten SMP Milk service figures will be included in Meal Service reports and Reimbursement reports, and the ala Carte Milk sales will appear in ala Carte reports.
 

Possible Milk Configurations:
You do not participate in the Special Milk Program. You do want Milk service figures included in Meal Service reports. You sell milk at one set price, regardless of consumer.

• Enter Milk Rates for Student (Free, Reduced and Paid), Faculty, Adult and Child (six Milk Rates in all). Use the same price for each Milk Rate. Do not set any reimbursement rates.
You do not participate in the Special Milk Program. You do not want Milk service figures included in Meal Service reports, instead you want Milk service figures to appear in ala Carte reports. You sell milk at one set price, regardless of consumer.
• Do not enter Milk Rates in Food Service Rates. Instead, enter Milk as an ala Carte item in Items (Sec. 5).
You do participate in the Special Milk Program. You sell Milk at one set price for all other consumers.
• Set two Food Service Milk Rates for Student (Free and Reduced), with the rate for each set at '0.00'. Set the Reimbursement Rate for each. In Items (Sec. 5), create a Food Item for this rate (named Kindergarten Milk, or SMP Milk, or anything that identifies it to you as SMP Milk).
• In Items (Sec. 5), create an ala Carte item Milk (or Regular Milk, or named anything that identifies it to you as other than SMP Milk) and set the price for general milk sales.
You will have two Milk items for sale in the Cafeteria module -- Kindergarten Milk (or SMP Milk, etc.) that references the Food Service Rate for cost and Reimbursement, with service figures included in Meal Service reports, and Regular Milk, which is the sale of Milk as an ala Carte item at one price, regardless of consumer status.
 

4a.1.4 Select Consumer Type
Display Consumer types (Fig. 4) by clicking on the drop down list box, then click on the correct consumer type for this rate. Types are Student, Faculty, Adult (Visitor) and Child (Visitor).


Fig. 4 - Rate Editor, Consumer type
 

4a.1.5 Select Pay type
The Pay type field enables only when the Consumer type is set for Student. Display Pay types by clicking on the field button at the right of the Pay type field, then click on the Pay type for this rate (Fig. 5). Pay types are Free, Reduced or Regular (Paid, Full-Pay -- terminology is user-defined, see SIS 2000+ Table Editor, Food Service Pay Types Table).


Fig. 5 - Rate Editor, Pay type
 

4a.1.6 Complete a Rate
Click anywhere within the default Rate row to place the cursor. Use the Tab key or the left/right arrows to move through the fields. Complete each field per the following guidelines.


Fig. 6 - Rate Editor, sample Student Regular Lunch rate
 

Effective -
Date this rate is in effect.

Expire -
Date this rate expires - inclusive

Regarding Effective and Expire Dates -
Date fields are optional and may be left blank. If dates are not present, the system assumes the rate is in effect. If a rate changes mid-year, the minimum date requirements are:

An Expire Date for the current rate
An Effective Date for the new rate
 
It is recommended that the current rate is assigned an expiration date for the following reason -- if rates change over the summer and the new rates are overlooked at the start of the new school year, the old rate will have expired and will not be available for use. Not only will you be notified of a missing rate(s) when using the Cafeteria module, this will also prevent service from being recorded using incorrect meal and milk rates.

Rate 1 -
the cost of the first (reimbursable) meal for this rate (include decimal). If this serving is at no charge, an amount of '0.00' must be present.

Rate 2 -
the cost of the additional (non-reimbursable) meal for this rate (include decimal).

Worker -
the cost of a Worker (Earned) Meal for this Rate. If a Worker Meal is provided at no charge, the Rate must be '0.00'.

Tot Reim -
the total reimbursement rate for meal 1, which may be a combined total of several rates.
 

Edit Reimbursement Rates:

 

Click on the Tot Reim drop down list box to display the Meal Program Editor (Fig. 7). Complete the reimbursement rates as appropriate. Use the Tab key or the Up/Down arrow keys to move through the Rate fields. Click on Save, then Done.


Fig. 7 - Meal Program Editor
 

About Reimbursement Rates -
Default Reimbursement Rate Programs are supplied. If these programs do not meet your needs, Meal Programs may be added or deleted through the SIS 2000+ Table Editor, using the Food Service Meal Programs Table.

About Severe Need Breakfast Schools and Severe Need Lunch Districts:
Severe Need is designated by use of the Severe Need Reimbursement Rate. An individual school is identified as a Severe Need Breakfast School by setting an exception rate for Student Breakfast Free and completing the Severe Need Reimbursement Rate (see Sec. 4c, School Exceptions).

If all schools in the district qualify as Severe Need Breakfast (and likewise, if the district as a whole qualifies as Severe Need Lunch), set the Severe Need Student Breakfast and Lunch Reimbursement Rates while completing these District Rate templates. This establishes the District Default Reimbursement Rates as Severe Need.

Chg by -
A read-only, automatic internal system record. Changed by references user login Name and is recorded for each Meal Change record.

Chg date -
A read-only, automatic internal system record. Change date references the internal system date and is recorded for each Meal Change record.


Fig. 8 - Completed District Rate, Middle School Breakfast Student Free
 
 

Fig. 9 - Duplicate Rate alert