Customer Resources

SNP Applications: Review Submitted Application

Purpose

This guide provides streamlined instructions for State Agency users to review and approve SFA/Sponsor SNP Applications in Submitted status, focusing on navigating individual application tabs to manage program participation, site approvals, and final determinations.

* indicates that the tab needs to be Approved or Edits Requested during the review process.

Step-by-Step Instructions

Locating Submitted Applications

1. Navigate to the Program Management module > Sponsor Applications > Applications page.
2. Complete the applicable search criteria, such as Sponsor Year, Program Category, and Application Status, then click Apply.

Note: Select Submitted as the application status to only find those applications that have been submitted by the SFA/Sponsor.

3. Click the SFA/Sponsor hyperlink to open the Application Summary.
4. Click the Program Category hyperlink (e.g., School Nutrition) to open the full application record.

General Info Tab

«Each time you open an application, you will be taken to the General Info tab first.  Note the other tabs as you will work through these to complete the application process.

1. Review each section on the General Info tab and make any adjustments as needed, ensuring you click Save at the bottom of the tab.
2. Click the tabs at the top of the application to move through the application.

Note: The tabs listed are based on the program application type, the SFA/Sponsor's specific program participation and how certain questions within the application were answered.

Application – Sponsor Tab

1. Navigate to the Application – Sponsor tab and review the responses to the application questions.

Note: The tab is in Submitted status at this time.

Note: Responses cannot be changed by the State Agency.

2. To add a note to a question, click the Pushpin icon next to the question.

3. A pop-up will appear.  Click Add new record.

4. Enter the note in the text box.
5. Check the Internal (not visible to SFA/Sponsor) checkbox to prevent the note from being shared with the SFA/Sponsor.
6. Click Insert to add the note.

Note: The Pushpin icon will turn red indicating a note has been added.

7. When tab review is completed, either:

1. Click Save to save any State Agency Comments.
2. Select Approve to finalize the tab.
3. Select Request Edits if the Sponsor needs to correct/edit their responses. 

Approve: Application – Sponsor Tab

Note: Approve will trigger a green success message and change the tab status to Final Approved.

Request Edits: Application – Sponsor Tab

1. Request Edits will trigger a pop-up that requires Reason for Edits Requested.

Note: Any notes added to the tab that were not Internal Only will display in the Reason for Edits Requested.

2. Click Ok.

Note: A green success message will appear, and the tab status will change to Edits Requested.

Note: A notification will be sent to the SFA/Sponsor letting them know that edits have been requested with details.

Site(s) Tab

1. Navigate to the Site(s) tab and review the responses to the application questions.

Note: The tab is in Submitted status at this time.

2. Optionally, use the various dropdowns to filter the site list and click Apply.
3. Review the SNP – Site(s) list associated with the application.

Note: Use the scrollbar to view the entire site table.

4. To view the site application details, click the Magnifying Glass icon in the View column.

Note: Responses cannot be changed by the State Agency.

5. To add a note to a question, click the Pushpin icon next to the question.

6. A pop-up will appear.  Click Add new record.

7. Enter the note in the text box.
8. Check the Internal (not visible to SFA/Sponsor) checkbox to prevent the note from being shared with the SFA/Sponsor.
9. Click Insert to add the note.

Note: The Pushpin icon will turn red indicating a note has been added.

10. When the site review is completed, either:

1. Click Save to save any State Agency Comments.
2. Select Approve to finalize the site.
3. Select Request Edits if the Sponsor needs to correct/edit their responses and enter a reason for requesting edits. 
4. Click Cancel to return to the Site table.

Back on the SNP-Site(s) table:

11. In the State Agency Approval column, click the Checkmark (Approve) or Pencil (Request Edits) for each site.
12. To apply a single action to all sites, use the radio buttons in the header row.

Note: Clicking the Pencil to Request Edits will trigger popup requiring the reason for requesting edits.

Note: If a site should not be part of the current approval, select N/A. Sites marked N/A cannot submit claims until the site has been approved.

Note: Approving a site will change the Checkmark to green.

Note: Requesting Edits to a site will change the Pencil to red and change the entire tab status to Edits Requested.  A notification will be sent to the SFA/Sponsor letting them know that edits have been requested with details.

Note: Marking a site as N/A will change the Checkmark to green.  Click the green Checkmark again to remove the N/A.

13. Once all sites have been approved, click the Approve button that appears at the bottom of the table to approve the Sites tab.

Note: All sites must be either Approved or Not Applicable and the SNP – Site(s) table must be in Approved status to Approve the Sites tab.

Note: Approve will trigger a green success message and change the tab status to Final Approved.

Vendor Tab

The Vendor tab is only available if the SFA/Sponsor indicated using a vendor on the Application – Sponsor tab.

1. Navigate to the Vendor tab and review the responses to the vendor information.

Note: The tab is in Submitted status at this time.

Note: Responses cannot be changed by the State Agency.

2. When tab review is completed, either:

1. Select Approve to finalize the tab.
2. Select Request Edits if the Sponsor needs to correct/edit their responses. 

Approve: Vendor Tab

Note: Approve will trigger a green success message and change the tab status to Final Approved.

Request Edits: Vendor Tab

1. Request Edits will trigger a pop-up that requires Reason for Edits Requested.

2. Click Ok.

Note: A green success message will appear, and the tab status will change to Edits Requested.

Note: A notification will be sent to the SFA/Sponsor letting them know that edits have been requested with details.

CEP Tab

The CEP tab is only available if the SFA/Sponsor indicated participation on the Application – Sponsor tab.

1. Navigate to the CEP tab and review the information.

Note: The tab is in Submitted status at this time.

2. Use the Next button to move through the CEP wizard and verify student data, site configuration and claiming percentages. 

3. In the Claiming Percentages step, manually adjust the Qualified % (ISP), if necessary.
4. Click Save after any changes.

5. In the final Confirmation step, add the required State Agency Comments.
6. When tab review is completed, either:

1. Select Approve to finalize the tab.
2. Select Request Edits if the Sponsor needs to correct/edit their responses. 

Approve: CEP Tab

Note: Approve will trigger a green success message and change the tab status to Final Approved. 

Note: Approving this tab locks the CEP cycle for the current School Year.

Request Edits: CEP Tab

1. Request Edits will trigger a pop-up Confirmation.

Note: The State Agency comments added will display to the SFA/Sponsor as the Reason for Edits Requested.

2. Click Yes.

Note: The tab status will change to Edits Requested.

Note: A notification will be sent to the SFA/Sponsor letting them know that edits have been requested with details.

P2 Tab

The P2 tab is only available if the SFA/Sponsor indicated participation on the Application – Sponsor tab.

1. Navigate to the P2 tab to review the Existing and/or Pending Provision 2 Cycles.

Note: The tab is in Submitted status at this time.

2. To view the cycle details, click the Magnifying Glass icon in the View column.

3. Use the Next and/or Previous buttons to move through the Provision 2 Configuration steps and verify site selection and claiming percentages. 
4. Click the Back to P2 Configuration hyperlink to return to the main P2 tab information.

5. Click the View hyperlink in the Claiming Percentages column to trigger a popup with claiming percentage information.

6. In the State Signoff column, click the Checkmark to approve or the Pencil to request edits for each cycle.

Note: Clicking the Pencil to Request Edits will trigger popup requiring the reason for requesting edits.

Note: Approving a cycle will change the Checkmark to green.

Note: Requesting Edits to a cycle will change the Pencil to red.

Approve: P2 Tab

1. Once all cycles have been approved, enter a comment in the comment box.
2. Click the Approve button.

Note: All cycles must be Approved to Approve the P2 tab.

Note: This will change the status to Final Approved.

Request Edits: P2 Tab

1. Once a cycle has been set to Edits Requested, a required comment box is triggered for the reason for requesting edits.
2. Click the Request Edits button. 

Note: The tab status will change to Edits Requested.

Note: A notification will be sent to the SFA/Sponsor letting them know that edits have been requested with details.

Documents Tab

1. Navigate to the Documents tab to review all required and optional documents uploaded by the SFA/Sponsor.
2. Click the Trashcan icon to remove the document from the active table.  

Note: The document will still be available on the Inactive table but cannot be reactivated.

3. Click the Document icon in the Uploaded column to download and view the documents added by the SFA/Sponsor.

Note: The document icon indicates the type of document attached – PDF, word, excel, etc.

4. Click the Document icon in the Download Original column to download the original document that the SFA/Sponsor received with their application.  These documents are managed by the State Agency in Configuration > Contract Documents.
5. Click the Pencil icon to open document details.

Within the document details of State Agency added Contract Documents:

6. Indicate the Received Date, Accepted Date and/or Status.
7. Upload a document, if received outside of the application system.
8. Click Upload.

9. To add a document on behalf of the Sponsor, click Add New Record. 

Note: Documents added by the State are automatically marked as Accepted.

10. Add a document Title.
11. Optionally, select a Program Association.
12. Click Browse to search and add document.
13. Click Insert.

14. Click the Checkmark in the Accept column for each document to verify its accuracy. 

Note: Use the radio button in the Accept column header to bulk accept all documents.

Note: To approve an application without accepting every document, select the N/A checkbox in the header.

Correspondence Tab

1. Navigate to the Correspondence tab to view notes and messages.

Notes:

2. Use the Notes sub-tab to view all notes added via pushpins throughout the application.
3. Click Add new record to add a note directly to the Notes table.

4. Select the note Type from the dropdown noting that the selection could trigger additional dropdown selections.
5. Enter the note in the text box.
6. Check the Internal (not visible to SFA/Sponsor) checkbox to prevent the note from being shared with the SFA/Sponsor.
7. Click Insert to add the note.

8. Click the Pencil icon to edit existing notes.
9. Hover your mouse over the note to view the whole note text.

Message:

10. Use the Message sub-tab to communicate with the SFA/Sponsor.
11. Check the Internal (not visible to SFA/Sponsor) checkbox to keep the message on the State Agency side only and not share with the SFA/Sponsor.
12. Check the Email box to send the message to the SFA/Sponsor Officials, in addition to the system notification. 

Note: Add additional email recipients manually by typing the address in the To box and clicking Add.

Note: Remove email recipients by unchecking the user in the Official Type dropdown or highlight the email in the Recipient List and click Remove.

13. Enter the message in the New Message textbox.
14. Click Send.
15. View Previous Messages below and listed in the order in which they were received (from most recent).

History Tab

1. Navigate to the History tab to view the application history.
2. Each table details the history of the application as a whole or the noted application tab.
3. Tables with an excel icon can be exported to excel.
4. Click the blue arrow to expand/collapse the table.

Approval Tab

1. Navigate to the Approval tab 

Note: All other tabs need to be in Final Approved status, and the Approval tab status needs to be Pending Application Approval.

2. To Continue Performance Based Incentive using current rate, select the checkbox and confirm the popup.
3. Select the corresponding radio button if monthly claims review is required and click Save.
4. Scroll down to the Menus section and answer all required questions marked with a red asterisk and click Save.
5. Answer the questions in the Vendor section and click Save.

Note: The Vendor section is only available if the SFA/Sponsor indicated using a vendor.

Request Edits: Approval Tab

1. To request edits be made to the application, click Request Edits.
2. Enter the Reason for Edits Requested in the popup and click Ok.

Note: The application status will change to Edits Requested.

Note: A notification will be sent to the SFA/Sponsor letting them know that edits have been requested with details.

Deny: Approval Tab

1. Select Deny checkbox.
2. Choose a Denial Reason from the dropdown.
3. Enter a Comment.
4. Click Denied.

Note: The application status will change to Denied.

Note: A notification will be sent to the SFA/Sponsor letting them know that the application has been denied.

Approve: Approval Tab

1. Adjust the Effective Claims Date, if needed.
2. Click Approve.

Note: Approve will trigger a green success message and change the application status to Approved.

Note: A notification will be sent to the SFA/Sponsor letting them know that the application has been approved.

FAQs

Q: Why can't I click the "Approved" button on the final Approval tab? 

A: Every other tab in the application (General Info, Sponsor, Sites, etc.) must be in Final Approved status before the overall application can be approved.

Q: How do I communicate specific corrections to the SFA? 

A: Use the Pushpin icons on specific questions to leave notes or use the Notes or Messages section in the Correspondence tab to send a detailed list of required edits.

Q: Can a site submit claims if I marked it as "N/A" on the Site(s) tab? 

A: No. A site must be specifically Approved to be eligible for claiming. The N/A status allows the rest of the application to proceed while bypassing that specific site.

Q: What happens to the application when I select "Edits Requested"? 

A: The application status changes to Edits Requested, and the SFA is granted permission to modify their responses. You will be able to continue review of the application in the meantime.

Q: Why is the CEP, P2 and/or Vendor tab missing for some Sponsors? 

A: The CEP, P2 and Vendor tabs only appear if the Sponsor has indicated they are participating in those specific special provisions or using a vendor within the application questions.