CLiCS Program Administration

Claim and Application Quick Step Process

The Claim and Application Quick Step Process provides instructions on how to create and/or adjust a monthly claim for reimbursement and how to renew and/or change a program application online through the Cyber-Linked Interactive Child Nutrition System (CLiCS) for all sponsors who participate in a United States Department of Agriculture Child Nutrition Program.

Claim (new)

Complete the following steps to create a “new” claim for reimbursement.

1. Login to CLiCS.
2. Select Claims in the main menu on the left side of screen.
3. Select Create New Claims tab.
4. Enter Claim Creation Information:
• Select Program Type from the drop down menu.
• Select claim Calendar Year and claim Month.
• Enter Site ID number.
5. Select the Create button that will appear.
6. Enter site claim data and select the Save button at the bottom of the screen.
7. Check for any error messages at the top of screen. Make corrections, if necessary, and repeat step six.
8. The message “Changes have been accepted” at the top of the screen and a Claim Status of “Submitted” indicates successful submission of the claim.
9. To enter additional site claims repeat steps two through seven.

Claim (adjustment)

Complete the following steps to “adjust” an existing claim for reimbursement.

1. Select Claims in the main menu on the left side of screen.
2. Select the View or Modify Claims tab.
3. Enter the search criteria and select Search button.
4. Select in the search results area the month of the specific site claim that needs adjusting.
• A claim with the status of “Approved” (processed and paid) – follow steps five through eight.
• A claim with the status of “Submitted” (not processed or paid) – follow steps six through eight.
5. Scroll to the bottom of the claim and select the Adjust button.
6. Enter the adjusted claim data.
7. Select the Save button.
8. The message “Changes have been accepted” at the top of the screen and a Claim Status of “Submitted” indicates successful submission of the adjusted claim.

Application Renewal

Complete the following steps for “renewing” sponsor and site applications.

1. Login to CLiCS.
2. Select Applications in the main menu on the left side of the screen.
3. Enter Search Criteria:
• Select Program Type from the drop down menu.
• Select Program Year.
• Select Search Type as “Site.”
4. Select the Create button that will appear.
5. Select Site Identification Number (Site ID) in “Your Search Results” to open a site application.
6. Change the status to “Submitted for Approval” on the application status line on the site application.
7. Review, verify and update all the information on the site application.
8. Select the Save button at the bottom of the site application.
9. The message “Changes have been accepted” at the top of the screen and an application status of “Submitted” indicates successful submission of the application. If not, check for error messages; make necessary corrections and select Save.
10. Repeat steps two through eight until all site applications are “Submitted for Approval.”
11. Select Applications tab at top of screen to refresh the search criteria. Make sure the Search Type is set to “Sponsor” and select Search.
12. Select the Sponsor Identification Number (Sponsor ID) in “Your Search Results” to open the sponsor application.
13. Change the status to “Submitted for Approval” on the application status line on the sponsor application.
14. Review, verify or update all the information on the sponsor application.
15. Select the Save button at the bottom of the sponsor application.
16. The message “Changes have been accepted” at the top of the screen and an application status of “Submitted” indicates successful submission of the application. If not, check for error messages; make necessary corrections and select Save.

Application Changes

Sponsors must ensure that all of the information reported on both the site and sponsor applications is correct and up-to-date. Changes can be made to an approved sponsor or site application anytime during the application year. Certain changes do not require Food and Nutrition Service (FNS) approval.

Complete the following steps for “changing” the sponsor and site applications.

1. Open a sponsor or site application(s) in CLiCS.
2. Update information.
3. Select Save at the bottom of the sponsor or site application.
4. The message “Changes have been accepted” at the top of the screen and an application status of “Submitted” (if FNS approval is required) indicates successful submission of the application. If not, check for error messages; make necessary corrections and select Save.

If assistance is needed for the submission of a claim or application, contact FNS at
651-582-8526, 1-800-366.8922 (Minnesota toll-free) or mde.fns@state.mn.