Web-based Illinois Nutrition System (WINS) - Child and Adult Care Food Programs-Centers Claim Instruction Manual - September 2024

Oct 10, 2026

Instructions for completing Child and Adult Care Food Program-Centers Nutrition Program claims using the Web-based Illinois Nutrition System (WINS) via the ISBE Web Application System (IWAS). Describes a two-step submission workflow where site claims are submitted first, then consolidated sponsor claims are submitted to trigger payment. Provides due-date requirements for original and revised claims, explains approval handling for late submissions, and directs users to update participation before accurate submission. Includes guidance for accessing WINS, navigating to site claim entry screens, and entering daily meal counts by category and sub-program type.

LanguageEnglish

CategoryHealthcare

FormatPDF

Pages15

Reading Time38 min

AccessFree to download

Introduction

Two-step claim submission process

Section I-Access to WINS

Signing up for WINS

Section II-Site Claims

Keypunching Site Claims

Entering daily meal counts and saving

Web-based Illinois Nutrition System (WINS) Child and Adult Care Food Programs-Centers Claim Instruction Manual Illinois State Board of Education Nutrition Department September 2024 Introduction Applications and claims for the Child and Adult Care Food Program-Centers Nutrition Programs will be completed using the Web-based Illinois Nutrition System (WINS) through the ISBE Web Application System (IWAS) on the ISBE homepage ( [https://www.isbe.net](https://www.isbe.net)) Submitting your claim is a two-step process; first all site claim(s) should be submitted for the month, then the sponsor claim, which consolidates all of the site claim information. The payment process does not begin until the sponsor claim has been successfully submitted. We ask that claims be submitted by the 10th of the month following the month you are claiming. ALL claims, original and upward revisions, must be submitted within 60 days of the end of the claiming month in order to be paid with Federal funds. If the claim is submitted after 60 calendar days it will be received by ISBE as ‘waiting for approval’. A letter will be forwarded to the Authorized Representative requesting further information if the claim is an increase. Downward claims will be approved by ISBE without further information. [Refer to claim due dates located at [http://www.isbe. net/funding/html/child_nutrition.htm](http://www.isbe. net/funding/html/child_nutrition.htm)] We highly encourage claim submission as soon as possible after the end of the claiming month, in case unforeseen problems arise. If you have any questions pertaining to the information detailed in this handbook, contact: Illinois State Board of Education Nutrition Department 100 North First Street Springfield, Illinois 62777-0001 Phone: 217-782-2491 Fax: 217-524-6124 NOTE: ALL SCREEN SHOTS IN THIS HANDBOOK ARE INTENDED TO BE FOR EXAMPLE ONLY. ACTUAL SCREENS WILL VARY FOR EACH SPONSOR DEPENDING ON PROGRAMS APPROVED, NUMBER OF SITES, ETC. Section I-Access to WINS Local IWAS Administrators have been granted automatic access to the new WINS system. To sign up for WINS: 1. Go to the ISBE homepage [at](at www.isbe. net)[ www.isbe. net](at www.isbe. net) 2. Log into IWAS, located in the middle of the page right below the ISBE header. 3. Click the "sign up now" button next to "Web-based Illinois Nutrition System (WINS)". 4. After submitting the request to sign up for WINS, the local IWAS Administrator will approve or deny the request. IWAS access questions should be directed to the ISBE Helpdesk at (217) 558-3600. Section II-Site Claims The first step in the claim submission process is to submit your site claim. You can submit your site claim by keypunching or hand entering the data for each individual site claim directly into the WINS web application. If you have many sites (10 or more), it may be more efficient and beneficial to develop the external file and upload your site claims using a batch file (See ‘CACC Meal Count Batch File Format & Upload Instructions’ located under this icon: ) . A. Keypunching Site Claims There are many different ways to get to the site claim entry screens in WINS. Depending on how many sites you have operating and personal preferences, you can determine which way best meets your needs. One recommended path to the Site Claim is through the following steps: 1. From the WINS Sponsor Dashboard, scroll down to the blue tabs and click on the “Claims & Monitoring” tab. Then click on the “Site Claims” link, in blue, on the right hand side of the page that corresponds with the month for which you are submitting the claim. NOTE: You will only see the months that are currently available to submit. As a new month begins, you will see the next month added in this grid. Each Program Year begins in October 1st and ends September 30th If no Month is listed, please check under Component Status Summary to see if the Organization is in Approved status. The

FAQs

How do you submit Child and Adult Care Food Program-Centers claims in WINS?

Submit all site claims for the month first, then submit the sponsor claim that consolidates site claim information. Payment begins only after the sponsor claim is successfully submitted.

What are the claim submission deadlines for Federal funds payment?

Claims must be submitted by the 10th of the month following the claiming month. ALL claims, including original and upward revisions, must be submitted within 60 days of the end of the claiming month to be paid with Federal funds.

What happens if a claim is submitted after 60 calendar days?

ISBE receives late claims as “waiting for approval.” If the claim is an increase, a letter is forwarded to the Authorized Representative requesting further information.

Oct 10, 2026

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