The Same Meal Date was Marked in Two Different Columns on the Scannable Forms. This Column(s) Attendance Has Been Disallowed
When filling out scannable menus, providers must supply the day to which all meals in the given column apply. In some cases, they are allowed to supply the same day more than once, such as: split servings/shifts (a meal is served more than once to different groups of children), or children in different child groups (based on the 1-32 child numbers) served in the same meals. If these exceptions do not apply to the provider, the same day cannot be marked more than once.
This error is generated when the same day is marked more than once on a scannable form. You can typically prevent this error if you correct it during the forms validation process. If you do not correct it during forms validation but still wish to correct the provider's mistake, you must first find the column where the provider made the mistake. Usually, they will have written the correct day number but bubbled the incorrect bubble. Then, re-scan the form and process the claim again.
When this error is generated, each duplication is disallowed after the first occurrence of the day.
Meal Serving Times Not Recorded
This error is generated when other meal time checks are required, such as the processor check that compares meal times with the provider's open and close times, but a given meal lacks any time information. It warns or disallows the meal.
Minute Menu HX can be configured to automatically assume meal times from the provider's file. If Minute Menu HX is not configured to make this assumption, this error will be generated for every scanned claim unless the scannable In/Out forms are used.
If the provider does not have meal times noted in their file (Provider Information Meals tab), this error is generated in every case. KidKare providers always supply a meal time with their meal records, so this error should not appear on KidKare claims.
Some sponsors must obtain daily attendance (In/Out) time information for all of their children. This error is generated if this information is cross-checked against each meal's time of serving and no time information is on file for any children on a day that meals were served. It always disallows meals for the affected day.
If you see this error, make sure that you have scanned all In/Out forms, or make sure that the provider supplied the daily attendance (In/Out) times. You can check this information in the Record Full Attendance by Child window.
This error is generated when the same child is mistakenly marked on both the Infant Menu and Regular Menu. The child is actually processed as if they were recorded on the first of the two scanned menus without duplication, but the second menu encountered is ignored.
As a result, this error is immaterial if the child is an infant, as you scan Infant Menus first, and this error is generated because the child was also marked on the Regular Menu, which is scanned after the Infant Menu. If the child is not an infant, you must white-out the child's mark on the Infant menu and re-scan the provider's claim.
You can use the Sponsor Calendar to set up specific holidays. Providers can then use the Child Calendar in KidKare to indicate that a child was approved to attend care on the given holiday, or they can note it on their monthly CIF, which allows you to record the information in the Child Calendar in Minute Menu HX.
This error is generated when a child is claimed on a holiday, but when the child was not noted as approved on that holiday via the Child Calendar. It ignores, warns, or disallows the meals claimed on the holiday. It can also be set to ignore or warn children who have been noted as Present on a Holiday in the Child Calendar (while still disallowing those without Present on a Holiday noted), or it can be set to always disallow regardless of what is found on the child calendar.
Food Program rules are interpreted in some states as such that incorporated providers cannot receive reimbursement for their own children, even if they are Tier 1 by Income. This error is generated for each provider who has a Business Tax ID specified in the Provider Information General tab attempts to claim their own children (if your state enforces the Food Program this way).
This error usually results when a provider has been set up improperly during a data conversion project. It is usually generated in conjunction with a larger number of other errors.
If you see this error, go to the Provider Information Licensing tab and reset every value in it. To do so, change each value in the tab, change it back to what it should be, and then click Save. Once this is done, re-process the claim. This error and any related errors should disappear.
This error is generated when a claim is processed when one of the following happens:
- A claim is processed, but no child enrollments are on file.
- All child numbers marked on a scannable menu form are invalid.
Situation A typically occurs if a provider mistakenly marks the Child Group 2 or 3 bubble on every column header.
Situation B typically occurs for new providers if their enrollment forms have not yet been scanned.
You must take the appropriate actions to correct this problem, re-scan the claim, and re-process the claim.