W. Va. Code R. § 126-85-67

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

Section 126-85-67 - Reimbursement Procedure and Policy

67.1. Each SFA prepares a Monthly Claim for Reimbursement, Form WVDE-ADM-27 or computer equivalent from the data submitted by each participating school under its jurisdiction. Form WVDE-ADM-27 or computer generated equivalent is submitted to the WVDE on or before the tenth day of the succeeding month to claim reimbursement for eligible meals and/or milk.

67.2. The WVDE shall make reimbursement payments to SFAs only in connection with meals meeting the requirements of a reimbursable breakfast, lunch or snack. Second meals and/or second helpings served to students are not eligible for reimbursement. In no case shall reimbursement be claimed for meals and/or milk served to adults.

67.3. Average and/or maximum reimbursement rates are determined by the USDA for programs operating under the NSLA. Since these rates are subject to change, only the current rates are included and will need to be updated periodically. SFAs that served 60 percent or more free or reduced price meals during the second preceding year are entitled to a higher rate of reimbursement for lunch.

67.4. In all cases, the total reimbursement paid to a SFA shall not exceed the actual allowable costs of preparing and serving the meals for which the reimbursement is claimed.

67.5. WVDE has established the 10th of each month as the deadline date for monthly claims payment. Payment of county claims received after the deadline date will not be paid until the following month. Federal regulations require all county claims for reimbursement to be submitted to WVDE no later than 60 days after the end of the month. 67.5. WVDE has established the 10th of each month as the deadline date for monthly claims payment. Payment of county claims received after the deadline date will not be paid until the following month. Federal regulations require all county claims for reimbursement to be submitted to WVDE no later than 60 days after the end of the month. Claims received after the 60 day deadline cannot be paid unless authorized by the WVDE and/or USDA.

67.6. Reimbursement rates to schools within a county may be varied so long as these do not exceed the maximum rate on the list of reimbursement rates. The School Food Authority (SFA) will receive only the standard reimbursement rate per meal served. If reimbursement rates paid one (or more) school(s) are higher than standard, it will be necessary to lower the rates paid to another school or schools in order to allocate only the total amount of reimbursement received. Such schools receiving higher than standard reimbursement rates must be able to document costs for preparing and serving meals to justify the higher reimbursement.

W. Va. Code R. § 126-85-67