Form FNS-640 Coordinated Review Effort (CRE) Data Report

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FORM APPROVED OMB NO. 0584-0006
STATE AGENCY

U.S. DEPARTMENT OF AGRICULTURE - Food and Nutrition Service

SCHOOL YEAR

COORDINATED REVIEW EFFORT (CRE)
DATA REPORT

AGREEMENT #
FOR SFAs WITH ENROLLMENT:
< 40,000

>= 40,000

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid
OMB control number. The valid OMB control number for this information collection is 0584-0006. The time required to complete this collection
is estimated to average 1 hour per response, including the time to review instructions, search existing data resources, gather the data needed,
and complete and review the information collection.

I. SUMMARY OF REVIEW ACTIVITY
1. GENERAL DATA

FIRST
REVIEW

# SCHS. FIRST REVIEW
Total
Reviewed

FOLLOW-UP
REVIEW

# SCHS. FOLLOW-UP REVIEW
Total
Reviewed

a. # SFAs Reviewed
b. # Single School SFAs
c. # Multi-school SFAs
d. # Schools in multi-school SFAs selected and reviewed based
on criteria in 7 CFR 210.18(e)(2)(i)

2. PERFORMANCE STANDARD 1
SFA LEVEL

FIRST
REVIEW

FOLLOW-UP
REVIEW

a. #SFAs exceeding PS 1 Threshold
due to inadequate system for
consolidating claims

PERFORMANCE STANDARD 2

FIRST
REVIEW

FOLLOW-UP
REVIEW

b. Total # Incomplete
Lunches Observed
c. Total # Lunches Observed

3. PERFORMANCE STANDARD 1 SCHOOL LEVEL

FIRST
REVIEW

FOLLOW-UP
REVIEW

FIRST
REVIEW

FOLLOW-UP
REVIEW

a. Total # Reviewed Schools in SFAs which exceed PS 1
Threshold
b. # Schools contributing to SFAs exceeding PS 1 Threshold
due to schools with 10% or more (but not less than 100)
free and reduced price lunches claimed incorrectly.
c. # Schools contributing to SFAs exceeding PS 1 Threshold
due to inadequate counting or claiming system on day of
review or review period.

4. THRESHOLD SUMMARY
a. # SFAs PS 1 Threshold Exceeded
b. # SFAs PS 2 Threshold Exceeded
Form FNS-640 (01-98) Previous editions are obsolete

SBU

Electronic Form Version Designed in Adobe 7.1 Version

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II. REVIEW PERIOD PROFILE - ALL DATA FOR REVIEW PERIOD ONLY
FIRST REVIEW

5. SFA CONSOLIDATION

Free

Reduced

FOLLOW-UP REVIEW

Paid

Free

Paid

Free

Reduced

Paid

a. Total meals claimed by reviewed
SFAs (SFA-2, #103, "SFA
Claimed Lunch Counts")
b. Total meals claimed in
error (SFA-2, #103,
"Difference")

OVER
(+)
UNDER
(-)

6. SCHOOL LEVEL MEAL
COUNTING AND CONSOLIDATION

FIRST REVIEW
Free

Reduced

FOLLOW-UP REVIEW
Reduced

Paid

a. Total meals claimed by all
reviewed schools (S-1, #15,
"SFA Claim for This School for
Review Period")
b. Total meals claimed in
error (S-1, #15,
"Difference")

OVER
(+)
UNDER
(-)

FIRST REVIEW

7. RECALCULATED SCHOOLS

FOLLOW-UP REVIEW

a. # Reviewed schools recalculated
Free

Reduced

Paid

Free

Reduced

Paid

b. # Meals claimed by SFA for
recalculated schools (S-1, #15,
"SFA Claim for this School for
Review Period.")
(RECALCULATED SCHOOLS ONLY)
c. Total meals in error for
review period based on
recalculation (FA-4, #6,
and/or FA-5, #7.)
(REVIEW PERIOD ONLY)

OVER
(+)
UNDER
(-)

FIRST REVIEW

8. SCHOOL LEVEL CERTIFICATION AND BENEFIT ISSUANCE ERRORS

FOLLOW-UP
REVIEW

a. Reviewer's count of free and reduced price eligibles (S-1, #13, Free plus Reduced)
b. # of free AND reduced price meals claimed in error due to certification & benefit
issuance errors (SFA-1, #4, "Number of Lunches Claimed Incorrectly")

9. MEALS MISSING ITEM/
COMPONENT

FIRST REVIEW
Free

Reduced

FOLLOW-UP REVIEW
Paid

Free

Reduced

Paid

a. Total meals missing item/
component(s) during review
period for reviewed schools
(S-7, #11, 12, 13)
Form FNS-640 (01-98) Previous editions are obsolete

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III. FISCAL ACTION - TOTAL AMOUNTS FOR ALL REVIEWS COMPLETED DURING SCHOOL YEAR REPORTED
ON THIS FORM
10. UNDERCLAIMS

FIRST REVIEW

FOLLOW-UP
REVIEW

FIRST REVIEW

FOLLOW-UP
REVIEW

a. Number of SFAs with net underclaims
b. $ Value of all underclaims (FA-6, #13, "B, Underclaims")
c. $ Value of underclaims actually paid to SFAs by State Agency

11. OVERCLAIMS - DISREGARDED
a. # of SFAs with net overclaims disregarded (Do not include overclaims of less than
$600 that were collected)
b. $ Value of all disregards

12. OVERCLAIMS NOT DISREGARDED

FIRST REVIEW

FOLLOW-UP REVIEW

a. # SFAs with net overclaims which
were not disregarded
A. Overclaims

B. Underclaims

A. Overclaims

B. Underclaims

b. $ Value of over (+) claims for
certification and benefit issuance
errors (FA-6, #7)
c. $ Value of over (+) and under
(-) claims for meal count and
component errors (FA-6, #8)
d. $ Value of over (+) and under
(-) claims for SFA level claim
consolidation errors (FA-6, #9)
e. $ Value of over (+) and under
(-) claims for recalculations
FA-6, #12)

13. WITHHOLDING

FIRST REVIEW

FOLLOW-UP
REVIEW

# SFAa With Funds Withheld

Form FNS-640 (01-98) Previous editions are obsolete

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INSTRUCTIONS

COORDINATED REVIEW EFFORT DATA REPORT
(FNS-640)

The FNS-640 is used by State agencies to annually
report on the results of first and follow-up reviews
conducted during the preceding school year review
period. State agencies must report to FNS by March 1
of each school year.
Report the results of first reviews conducted during
the school year (July 1 - June 30) and follow-up
reviews conducted either during the school year or by
December 31 following the school year, provided that
the review has been completed through the calculation
of fiscal action. Reviews which have not been
completed through the calculation of fiscal action
should be reported on the next year's FNS-640.
Please note that separate reports must be submitted
on the results of reviews in SFAs with less than
40,000 children enrolled and those with 40,000 or
more children enrolled. Mark the appropriate box on
page 1 to indicate which type of SFAs are being
reported.
Report all dollar amounts in whole numbers, rounded
to the nearest whole dollar. All of the information for
the form may be obtained from the CRE review forms
which are completed for each review. The CRE form
citations indicate the location of the data on the CRE
review forms.

3a.

Total number of schools reviewed in those
SFAs which exceeded the PS 1 Threshold.

3b.

Of those schools reported on 3a, the number
in which 10% or more, but not less than 100
free and reduced price lunches were claimed
incorrectly.

3c.

Of those schools reported on 3a, the number
which had an inadequate counting and claiming
system for the day of the review or the review
period.

4a-b. The total number of SFAs which exceeded
Performance Standard 1 and the total number
which exceeded Performance Standard 2 for
first and follow-up reviews (SFA-1, "PS-1
Threshold Exceeded" and "PS 2 Threshold
Exceeded", "Yes" answers.

II. Review Period Profile
5 - 9, Self-explanatory. All data is obtained from the
cited data elements in the CRE review forms.
Include data from all reviewed SFAs and
schools.

III. Fiscal Action

I. Summary of Review Activity

10a. Total the number of SFAs with entries on
FA-6, line 13, col. B.

1a.

Self-explanatory

10b. Self-explanatory.

1b.

Of those SFAs reported in 1a, the number which
have only one school in the SFA.

1c.

Of those SFAs reported in 1a, the number which
have more than 1 school in the SFA.

10c. Of the underclaims reported on 10b, the
amount which was or will be repaid to
SFAs by State agencies.

1d.

For those SFAs reporting in 1c, the number of
schools which were selected for review based on
the mandatory selection criteria in 7 CFR
210.18(e)(2)(i).

2a.

The number of SFAs which exceeded Performance
Standard 1 because of an inadequate system for
consolidating claims at the SFA level. (SFA-1,
#3, Performance Standard 1, "No" answers only.)

2b-c. From SFA-1, #3, "Performance Standard 2" (For
all SFAs).

11a. The number of SFAs with entries on FA-6,
line 13, col. A, for which the claim was
disregarded.
11b. Self-explanatory.
12a. The number of SFAs with entries on FA-6,
line 13, col. A, for which the claim was not
disregarded.
12b-e. Report these amounts only for those SFAs
reported on line 12a. above.
13.

The number of SFAs for which funds were
withheld because of a nonresponsive and/or
ineffective corrective action plan.