W. Va. Code R. § 126-85-65

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 126-85-65 - Reporting Procedure

65.1. A daily record of the actual number of meals and/or milk served students and adults shall be maintained on Form WVDE-ADM-29 (Daily Record of Program Operations) completed according to instructions. The report must be detailed daily at each participating school by a responsible person. The monthly claim for reimbursement is based on information recorded on this report. The completed form is submitted to the SFA on or before the fifth day of the succeeding calendar month or as required by the SFA. A copy is to be filed at the school.

65.2. Computerized Entries - Schools utilizing computers shall maintain daily records of meal service that provide identical information as required on form WVDE-ADM-29.

65.3. At the end of each month during which meals and/or milk were served to students, a monthly financial report, Form WVDE-ADM-30, is completed by each participating school according to instructions. Schools in counties with centralized purchasing and accounting do not need to complete the WVDE-ADM-30 monthly. Financial data provided on this report is the basis for justifying reimbursement payments. The completed report is submitted to the SFA quarterly. A copy is to be filed at the school.

65.4. The SFA is responsible for sending copies of the five following monthly or annual consolidated reports or appropriate computer printouts to the respective WVDE coordinator: WVDE-ADM-29 (Daily Record Of Program Operations), WVDE-ADM-30 (Monthly Financial Report) submitted quarterly, WVDE-ADM-27 (Monthly Claim for Reimbursement), Sponsor's Summary Report (Verification), and WVDE-ADM-104 (Annual Report).

65.5. All reports, invoices and other records pertaining to the CNP at both the school and SFA level are to be maintained for three years plus the current year.

W. Va. Code R. § 126-85-65