Minute Menu CX

We've put answers to many common questions on this page. But if you have a question that isn't answered here, please contact us!

Does the software handle menu production records?

Yes! The software handles both the pre-planning of menus, and the recording of actual menu production records – with the quantities served at each meal – and prints out menu production records for infants and non-infants.

How does a center record attendance?

In most centers, computers aren’t in every room. So each week, the center will print out a Weekly Attendance Worksheet, which lists every child enrolled, and which can be  broken down by classroom. Depending on how the center is set up, this Worksheet would be given to each classroom teacher or the cook, and at each meal service, the teacher or cook would note which children are fed. Any child in attendance for the day but not being fed is also noted as such.

This fulfills the USDA requirement that meal counts are taken during each meal service.

At the end of each week (or each day), someone in the center’s office uses these worksheets to check off these children as being served or in attendance using the software’s Record Daily Attendance function.

This information is then what is submitted electronically to the Sponsor each month, and what is used to base attendance estimates and meal quantity requirements on.

What information can Minute Menu CX track for my Sponsoring agency?

Can different employees be given limited access to certain information?

Yes! Different staff in your sponsoring agency may need to have different access to certain functions in the software. As a result, you can set up individual user accounts for any staff members, and give those staff members access to only the functions they need.

What meal planning features are available for centers?

Centers can create meal plans, or a Sponsor can create centralized meal plans that a center may use. The centers can then estimate upcoming attendance by the age of the child and any adults present (and the software can do this automatically based on it’s observations of recent attendance), and the system will estimate the quantities required for each meal planned.

Sponsors can configure the list of foods available to plan menus for their centers, choosing from a master food list based on the USDA food buying guide.

How are child enrollments handled?

Centers enroll children directly in the software, by typing in each new child’s information. The software requires the center supply all the relevant USDA information. At the end of this process, the center will print out that child’s enrollment form, along with an income eligibility form. (These forms can be customized by state).

The parent then signs this form, and fills out any relevant income information, and sends this form to the Sponsor’s office, so the Sponsor will have a copy of every enrollment form on file. 

Each enrollment is tracked within the software to ensure it is updated annually – with reminders issued to centers to get renewals on enrollments that will soon expire.  And each enrollment’s free/reduced/base (aka paid/denied) eligibility status is also tracked.

How does Minute Menu CX process claims?

Each month, centers must record specific meal counts in the software.  Depending upon a Sponsor’s preference, they must also record the specific menus they’ve offered (some Sponsors with centralized menu planning opt not to require centers to record menu information).  At the end of each month, the center will submit this claim information to the Sponsor.

In the Sponsor’s office, the Sponsor will run the Process Claims function in the software. This will evaluate each child who has been noted in attendance, each meal that has been served, and each day that is served.  Capacity is checked, basic USDA rules such as the 2 meals & a snack / 2 snacks & a meal are checked, school aged children can be checked to confirm they aren’t served while they should be at school, review findings are cross-referenced, and menu components are all checked.  In all, over 50 edit checks are done on every meal, child, and day, to ensure compliance with USDA rules.

The resulting counts of reimbursable breakfasts, lunches, dinners, and snacks are then broken down by free, reduced and base (aka paid/denied) children.  This is frequently the trickiest part, as each state agency has its own policies for how this is done (whether using actual counts of children or some blended rate, computed monthly or less often), and we work with closely with each Minute Menu agency to ensure this calculation is done properly given your state rules.

What results is a claim for that specific center that is ready to be submitted to the state for reimbursement.

How are receipts checked?

Minute Menu CX allows the Sponsor to document any or all of a center’s receipts, or allow the center to record them directly if desired.

Reports can be generated to ensure that the center is operating a non-profit food program. In addition, for milk receipts specifically, you can perform a Milk Audit, to ensure that enough milk was purchased to justify the amount of milk served.

Does Minute Menu CX automatically upload my sponsor claim to the state?

It depends. Minute Menu CX generates all the necessary reports that you need to submit a request for claim reimbursement to your state agency. In states where the electronic submission is allowed, Minute Menu CX is configured to create an upload file to the state agency, so that you can upload this information. In states where this is not allowed, Minute Menu CX cannot create these upload files, and you will rely on Minute Menu CX’s reports instead.

Does the software issue checks and direct deposits?

Yes! The software will print checks or issue a standard NACHA formatted ACH file payments to centers made via direct deposits. Any payments to centers will automatically have any administrative fee automatically withheld.

We can also export payment information to QuickBooks, and can create a custom export file to a third party accounting system, or for a positive pay bank verification service, for a one time setup fee. Contact us for more information.

Can Minute Menu CX work with other software packages?

Many centers use existing software to manage their businesses. Many sponsors have other software packages to manage subsidy and other details.

Depending upon the specific software used by your centers or in your sponsor offices, Minute Menu CX can be customized to integrate that data, to eliminate dual record keeping requirements. There may be an extra fee to set up this kind of data integration, however. Please contact us for more information.

Is there a demo I can try?

Yes! Click here to sign up for your software demo, and start the demo right now!

What if I need help or training?

We provide support on the software Monday thru Friday, 9am to 5pm central time, via email and over the phone. In addition, we offer remote, web-based training classes as requested, for a fee. Finally, we offer an annual training conference each March near our offices outside of Dallas, TX.