Entering Meal Counts Correctly

Entering meal counts and claims in EPICS involves a series of steps that help ensure accurate reporting and timely reimbursement. After receiving EPICS login credentials, a sponsor will have access to all sponsor and site-level reporting tools.

1. Entering Daily Meal Counts

  • Log in to the EPICS dashboard and navigate to the Meal Counts section. 
  • Select each active meal site and enter the number of meals served for breakfast, lunch, snack, or supper (as applicable). 
  • Meal counts must be entered daily/weekly to maintain accurate records and support claim validation. 
  • Be sure to review entries before saving to avoid discrepancies that may delay payment of the claim.

2. Preparing Monthly Claims

  • At the end of each service month, go to the Claims tab and select the month being reported. 
  • EPICS will automatically pull your daily meal counts into the monthly claim form. 
  • Review all totals carefully and confirm that they align with the corresponding documentation and attendance records. 
  • Ensure meal counts do not exceed approved site capacity or allowable service times, as these issues will cause the claim to be flagged.
     

3. Submitting the Claim

  • Once verified, submit the claim through EPICS. 
  • The system will perform an initial compliance check. If any errors are detected, EPICS will prompt you to correct them before submission. 
  • Claims must be submitted promptly, on the specified dates, to avoid processing delays.

4. After Submission

  • The claim moves to financial processing, which typically takes 4–6 weeks. 
  • Monitor the EPICS message center for alerts, corrections, or additional documentation requests. 
  • Reimbursements are deposited directly into the bank account that was provided during sponsor setup.

5. Support and Troubleshooting

  • Program staff are available to assist with navigating EPICS, verifying entries, and resolving claim issues. 
  • Sponsors can also request a step by step walkthrough of any processes. Sponsors often feel this is helpful during their first year of operations.