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Eligibility start dates must be accurately maintained to ensure proper record keeping and state reporting. Inaccurate reporting can have significant implications for district and family funding. Correct reporting is essential for the calculation of NYS foundation aid, access to Federal grant opportunities, and Electronic Benefits Transfer (EBT). It is important to maintain accurate records throughout the year, with particular emphasis at the end of December, February, May, and July, as these dates align with State collection periods. If a student's eligibility start date is found to be incorrect, a school food service administrator or other authorized personnel should follow the procedures outlined below to correct it.
Within Heartland Mosaic, a student's existing Effective Date for their eligibility can be edited manually by changing the Effective Date field within their eligibility record. To make the change:
Go to Eligibility (F&R) > Eligibility Management > Eligibility Record Search.
Search for the student's record using criteria like last name, first name, district ID, school, or record ID.
Click the Record ID hyperlink to open the desired student's record.
Locate the Effective Date field (shown below) and manually update it to the desired date or select the desired date using the calendar pop-up tool immediately adjacent to the field.
Click Process to save the changes.
Important Notes:
Important Notes:
The Effective Date does not automatically update when you modify an existing eligibility record, so you must change it manually.
Backdating the effective date does not automatically adjust previously recorded sales. Any resulting financial adjustments must be handled as a separate task. Contact the CNYRIC Food Service Support Team for assistance with these meal eligibility corrections.
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