Submit a Reimbursement Claim (Upload File)

To submit a monthly site-level reimbursement claim using an upload file for the School Nutrition Program:

1. Prepare your claim upload file and know its location on your computer or network.
2. Display the Sponsor Summary - Claims page.
   1. Click the Applications menu.
   2. Click Sponsor Summary.

      The CNPweb displays the Sponsor Summary - Packet page.

   3. Click the Claims tab.

      The CNPweb displays the Sponsor Summary - Claims page.

3. Locate the claim month.
4. Click the upload icon for the claim month.

   The CNPweb displays the Claim File Upload page.

5. Click Browse.
6. The Browse window allows you to locate the claim file on your computer or network.
7. Locate the claim upload file for this claim month and highlight it.
8. Click Open.

   The highlighted file name appears on the Claim File Upload window.

9. Click Upload File.

   The CNPweb uploads the file and evaluates the file format.

   If the file format does not match the file layout technical specifications, the CNPweb reports a list of errors on the Claim File Upload page. You must fix the errors and try again, or manually create the claim using Submit a Reimbursement Claim (Online Form).

   If the CNPweb successfully creates the claim from the upload file, it displays the Claim File Upload page with the message "Claim Created."

10. Click to display the Sponsor Summary.

    The CNPweb displays the Sponsor Claim Entry - Claim Listing page.

11. Click Edit.

    The CNPweb displays the Sponsor Claim page.

12. If the Sponsor Claim page shows input errors on the sponsor or a site claim, fix all input errors with Correct Claim Input Errors (Upload File) and return to this step.
13. Check the payment checkbox.
14. Click Submit.

    The CNPweb checks the claim for input errors.

    If the CNPweb finds errors, it displays the Sponsor Claims - Post Confirmation page with the Errors status. You must correct the errors and resubmit your claim. For more information, see Correct Claim Input Errors (Upload File).

    If the CNPweb finds no errors, it displays the Sponsor Claim Summary page with the appropriate claim status.

Notes:

• If the claim had site errors after upload, the Errors status remains in the sponsor claim even after you fix the site claims. Submit the sponsor claim to clear the lingering sponsor claim Errors status.
• The current date determines the claim month(s) that are available to accept claims.
• You must submit all new claims within the 60 days of the close of the claim month, with one exception allowed every 36 months.
• The CNPweb cannot submit a claim for approval unless you check the payment checkbox even if the claim contains no input errors.
• If there is a problem with the file layout, the Claim File Upload page lists the location of each error and identifies the problem. Refer to the appropriate file upload layout for more information.
• If you discover that you have uploaded a claim file with incorrect data before you submit it, you can delete the claim and then upload a corrected claim file.
• The CNPweb does not submit claims that remain unchecked (payment checkbox) for approval even if they contain no input errors.
• The CNPweb assigns the Pending Submission status to a reimbursement claim that it has not submitted to the state agency for approval. You must edit the claim, check the payment checkbox, and resubmit the claim.
• The CNPweb assigns the Pending Approval status to a reimbursement claim waiting for state agency approval and payment.
• The CNPweb assigns the Approved status to a reimbursement claim that the state agency automatically approved. The state agency pays this claim during its next payment cycle.
• If you need to submit a claim for the previous program year, change the program year before starting this procedure. When you finish, remember to change the program year back to the current program year before performing other CNPweb functions.

Related Topics

Claims Basics

Sponsor Summary - Claims Page

Sponsor Summary - Payments Page

Reimbursement Claims

Claims Reporting Level and Reporting Options

Processing One-Time Exceptions

Claims Statuses

Activity 3: Submit Monthly Claims

Activity 4: Revise Claims