Steps to Completing the Fresh Fruit and Vegetable Program (FFVP) Claim for Reimbursement (last updated: August 2016)

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1 Steps to Completing the Fresh Fruit and Vegetable Program (FFVP) Claim for Reimbursement (last updated: August 2016) Fresh Fruit and Vegetable Program (FFVP) claims for reimbursement must be made each month of program operation. The claim form is available online using the instructions outlined below. NOTE: A Claim for Reimbursement must be submitted for each calendar month. While it is recommended that claims be submitted no later than the 10 th of the month following the claim period to ensure prompt payment, original claims must be submitted within 60 calendar days of the last day of the claim period. For example, a claim for the month of August must be submitted no later than October 30. (Claim Deadlines are posted at 1. Access the FFVP claim form by going to and under SY FFVP Claim Forms (July 1, June 30, 2017), select claim form most applicable to your district. 2. Access the Claim Cover Sheet which is the 1st tab at the bottom of the page. (circled below in yellow below)

2 3. Enter the Agreement Number, District Name, School Name, Claim Month, and # of serving days (circled in red below). Each required field may be selected by pressing the tab button and entering the appropriate data.

3 4. Enter the FFVP Contact, Preparer, and Authorized Representative information (circled in purple below). Each required field may be selected by pressing the tab button and entering the appropriate data.

4 5. Scroll to the bottom of the Claim Cover Sheet and answer the questions related to the FFVP at this school for this calendar month (circled in blue below). Nutrition education activities are a required component of the FFVP grant and should be described or listed under question #1 each month. Any challenges you faced, including not being able to serve the minimum number of days (once if school in session 1-3 days that week or twice if school in session 4-5 days that week), must be explained under question #2. 6. Next, if you are completing the Site Claim by Site form, access the Itemization Sheet which is the 2nd tab at the bottom of the screen (circled in purple below).

5 OR If you are completing the Site Claim by District form, access the Consolidated Sheet which is the 2 nd tab at the bottom of your screen (circled in purple below). 7. If you are completing the Site Claim by Site form, enter any fresh fruit expenditures, fresh vegetable expenditures, operating costs, operating labor, administrative costs and/or administrative labor incurred during this calendar month. The totals for each category will be automatically calculated and carried over to the totals on the Claim Cover Sheet. OR If you are completing the Site Claim by District, first enter the names of each of your AWARDED schools, then enter any fresh fruit expenditures, fresh vegetable expenditures, operating costs, operating labor, administrative costs and/or administrative labor incurred during this calendar month. The totals for each category will be automatically calculated and carried over to the totals on the Claim Cover Sheet. 8. Save this Claim for Reimbursement to your computer. 9. Print BOTH the Claim Cover Sheet and the Itemization (or Consolidated) Sheet. 10. Obtain the required signature from your Authorized Representative on the Claim Cover Sheet.

6 11. Submit one claim containing both sheets to the Illinois State Board of Education via: scan and send to *** recommended route if you wish to receive confirmation of receipt*** OR Fax: OR Mail: Nutrition Programs Division Illinois State Board of Education ATTN: Shawn Backs 100 North First Street (W-270) Springfield, IL If you have any questions regarding the FFVP claim process, please contact Shawn Backs at or