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SIS 2000+ Food Services
Last update: 09/03/2000 jmm
Sec.7i,
Application Edit / Re-Apply
Several situations may occur which require a change in an application
-- Data entry errors, changes in effective/Expire Dates, and changes in
Household Size or Income.
Data Entry Errors -
No change in application effective/expire dates or household status
has occurred (size or income). For example, a household member's income
was entered as $8000.00 per month instead of $800.00 per month. When the
application was denied, the applicant questioned the denial and the error
discovered. In the case of a simple data entry error, it is appropriate
to edit the existing application, correct the error and re-calculate. If
existing meal service records are affected by the correction, the meal
pay-types will be corrected to conform with the application. Meal pay-type
adjustments (corrections) are retroactive from the system date to
the effective date of the application.
If policy requires historical meal records remain unchanged, set the
Food Service Preference 'Retroactive Days' to '0' (see Sec.
3, Preferences).
Change in household status -
If a change in Household Income or Size has occurred the
household must re-apply. In this case, the current application
is expired, and a replacement application with current dates and household
data is placed in effect.
Change in Effective or Expire Dates -
If the Effective or Expire Dates for an existing application need to
be changed (perhaps retroactive coverage has been authorized, or a data
entry error must be corrected) it is possible that existing meal service
records will be affected. When these application dates are changed, meal
service records are examined for all students on the application. If meal
records are present within the new effective date range of the application
and have a pay-type other than the pay-type authorized by the application,
the pay-types for these meals will be changed to conform with the coverage
supported by the application.
Example -
An application authorizing Free meals has an effective date range of
9/10/97 through 06/02/98. Students on the application have been receiving
meals at the Regular price since 08/25/97. The decision is made to extend
authorization back to the first day of school, which is 08/25/97. Meal
records present for these students between 08/25/97 and 09/09/97 have the
pay-type Regular. When the Effective Date on the application is changed
to 08/25/97, the pay-types for these meal records will be changed from
Regular to Free to conform with the application. A System Edit Log will
be created in Applications recording the date change. A memo will be created
in each student's Account, Account Status page showing the date and type
of change for each affected meal record. Each student's Account Balance
will be adjusted to reflect the change in meal cost.
An Application may remain Unchanged -
If a student graduates or drops-out of school and remains a member
of the household. Applications references Student Status Records (SIS 2000+
Students, Student Edit) for exited students when eligibility is calculated.
Should a student re-enroll, the application will still be in effect, provided
the re-entry date is within the application's effective date range. If
the student's re-entry date is outside the effective date range, re-application
is necessary.
Please Note:
If policy requires that the above student is removed from household
students and placed in household members, it is necessary
to Re-Apply. Do not edit the existing application to reflect
this change. The existing application should remain unchanged to preserve
historical meal service records and eligibility figures for that student.
7i.1 Edit an Application
(Correct a data entry error in an existing Application)
From within Applications, use Find to locate the application
(see Sec. 7h, Find an Application). Click on
the Edit button to place the application into edit mode, make corrections
and re-calculate.
-
When the corrected application is saved, student accounts are examined
for meal service records with pay-types that do not conform with the pay-type
approved by the current application (within the date range of the current
application).
-
Incorrect meal record pay-types are corrected to comply with the current
application.
-
An audit memo is inserted into Accounts/Account Status which details each
meal adjustment.
-
An audit memo is recorded in the Application Edit Log, and a user explanation
field is made available for that audit memo (Sec.
7j, Applications / Notes/Memos).
7i.2 ReApply
Before using the Reapply function, the values for the Application
module Preferences 'Benefits Increase Days' and 'Benefits Decrease Days'
must be set. These values control how a change in benefits affects
application effective and expire dates. In Fig. 1, the 'Benefits
Increase Days' = '0'. An increase in benefits is placed into effect
immediately. The 'Benefits Decrease Days' = '10'. A decrease
or loss of benefits is placed into effect ten days from the processing
date. These values are user-defined - to change a value, click on
the Value field for either Preference, then type the replacement
value. Save, then Close.
Fig. 1 - Applications module Preferences Editor
From within Applications, use Find to locate the application
series (see Sec. 7h, Find an Application).
7i.2.1 Run the ReApply feature
With the application displayed (edit or read-only mode), click on the
ReApply button (Fig. 2). Select 'Yes' from the prompt.
What Happens -
The existing application is expired. A duplicate of the existing application
is inserted into this series with a new For Period start date. The
Expire date remains 06/30/year. The new application is displayed in edit
mode.
Fig. 2 - Applications menu, Re-Apply
7i.2.2 Complete the ReApply/Renewal Application
Fig. 3 - ReApply/Renewal Application, prior to calculation
Notice that the Benefits Change status for the renewal application defaults
to 'No change in benefits'. This may change, based upon calculation
results.
-
Enter the new income figures or changes in household members or household
students which required the re-application.
-
Calculate the replacement application.
-
The effective date of the replacement application and the expire date of
the previous application adjust automatically to reflect a change of status.
The extent to which these dates change is controlled by the Application
module Preferences, . In Fig. 4, calculation has produced a 'Termination
of Benefits'. The effective date has been shifted ahead ten days
(per the Preference Value). The expiration date of the preceding
application has been extended forward ten days to allow continuation of
benefits during the notification period.
-
Print the appropriate letter (Increase/Decrease/No change/Termination of
Benefits).
-
Save
Fig. 4 - ReApply/Renewal Application,
after calculation
This application series now contains two applications (2 of 2).
The VCR buttons may be used to move through the applications (Fig. 5).
Fig. 5 - Application series, 2 of 2
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