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Administrative Update for Child Care Centers & At-Risk Afterschool Meals Programs Alaska Child and Adult Care Food Program Fall, 2012 Required for FY 2013 USDA – Child and Adult Care Food Program Legislation Richard B. Russell National School Lunch Act 1946 Amended through P.O. 111-296 12/13/10 Child Nutrition Act of 1966 Amended through P.L. 111-296 12/13/10 Healthy, Hunger-Free Kids Act of 2010 12/13/10 Page 2 Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation Numerous Family Day Care Home changes Expansion of the At-Risk Afterschool Care Meals in CACFP Categorical eligibility of foster children Privacy in regards to SS numbers Varied timing of unannounced reviews Water availability Nutrition requirements of fluid milk Page 3 Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation FUTURE: New Meal Patterns!!! Updated Meal Patterns in September 2012 Dietary guidelines and WIC Will go into effect at a later date Moving Towards: Limits on juice Vegetable and fruit at lunch/supper Number of starchy vegetables per week Age bracket changes (infants and up) Page 4 USDA – Child and Adult Care Food Program Regulations Code of Federal RegulationsTitle 7 Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226 Page 5 7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a, 226.19 Definitions Institutional provisions Sponsoring Organization provisions Child care center provisions At-Risk afterschool care center prov. Outside school hours care center prov. Page 6 From Regulations: Basic Requirements Tax exempt or meet for-profit require. New applications and renewals Accept final administrative and financial responsibility Provide adequate supervisory & operational personnel Pre-approval visits for all facilities Recordkeeping – outlined on next slide Page 7 Recordkeeping Application & supporting docs Enrollment & income eligibility Daily attendance & meal counts Daily meal counts for adult staff Invoices/receipts/records of costs and income Claims submitted within timeframe Page 8 Recordkeeping, cont. Receipts of program payments from EED Menus, recipes, recipe analysis, production records Monitoring records Training sessions (& attendance at training of monitors) Non-profit food service Page 9 Basic Requirements, cont. Perform edit checks prior to claim submission Have daily records available Meal type approved 2nd person double-check counts, if menus are creditable (children/infants/allergies), attendance is being completed For-profit document at least 25% of children in care (enrolled or lic. Capacity) were eligible for free/reduced meals Page 10 Basic Requirements, cont. Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions, & guidance Ensure WIC material available Make payments to sub-recipients within 5 working days of receipt from EED Page 11 Additional Requirements for At-Risk Afterschool Meals Meet definition of an At-risk afterschool care center Area eligibility for At-Risk programs Only claim reimbursement for children participating in an approved afterschool care program during school year Total meals for child 2 meals/1 snack or 2 snacks/1 meal in CACFP Page 12 Additional Requirements for At-Risk Afterschool Meals At-Risk Afterschool Meals Addendum Area Eligibility documentation Activity documentation Unaffiliated Site Acknowledgement Sponsor/Site Agreement for Unaffiliated Sites Page 13 USDA – Child and Adult Care Food Program FNS Instructions Posted on CNP website Example: FNS Instruction 796-2 revision 3 – Financial Management (is being updated) http://education.alaska.gov/tls/cnp/ Page 14 USDA – Child and Adult Care Food Program Policy Memos Distributed through Alaska Bulletins and USDA website http://www.fns.usda.gov/cnd/care/Regs- Policy/PolicyMemoranda.htm Guidance on specific topics 17-2012 Fruit Smoothies 16-2012 Prohibition of Separation by Gender Page 15 Update & Renewal for FY2013 Update annually & renew every 3 years Database Updates & Renewals due October 1st Forms due October 1st Except the NPFS Financial Report 30-day study Page 16 Child Nutrition Program (CNP) Database FY2013– Renewals/Updates Handout on CNP yearly update Page 17 Child Nutrition Program (CNP) Database Type in URL address – http://www.eed.state.ak.us/tls/cnp/ Page 18 Child Nutrition Program (CNP) Database Page 19 All Programs Update Yearly Submit to the state agency by October 1st Management Plan Updates Attachment A & B (Budget sheets-Excel doc) Attachment C Attachment D Cycle Menus Vended Meal Agreement At-risk afterschool meal documentation CCR confirmation documentation Page 20 Central Contract Registry (CCR) All recipients of federal funds must register on CCR Update or renew annually Need a Data Universal Number System (DUNS) number to register Submit confirmation to EED with October 1st paperwork Page 21 All Programs Update Yearly Submit to the state agency by November 15th Rate Percentage Certification paperwork (30-day study) – if applicable Not applicable to At-Risk Afterschool Meals programs or Head Starts Non-Profit Food Service (NPFS) Financial Report Page 22 Non-profit Food Service Financial Report Best Practice: Food costs = or > than 50% of reimbursement If you don’t meet this submit an explanation with form as to why you are not spending at least 50% of reimbursement on food Page 23 Non-profit Food Service Financial Report (due no later than Nov 15th) Page 24 Non-Profit Food Service Cash vs. Accrual Accounting Cash = expenses & income reported when paid/received Accrual = expenses & income recorded when incurred End of year you’ll use accrual (costs & income in September for September) Page 25 Additional Documents for Renewal (every 3 years) Submit to the state agency by October 1st: Recipes & recipe analysis (or put USDA recipe number on cycle menu) Organizational Chart And if the following have changed: Outside Employment Policy Mission Statement Non-discrimination Statement Page 26 Programs in Renewal Year for 2013 28 Agencies in Renewal Year How do you know if you are “one of them”? (Check the list) Page 27 Claim for Reimbursement Due no later than 60 days past the end of claim month Needs to be in PENDING APPROVAL by due date (see claim calendar) Additional 30 days for upward amendment for total of 90 days past end of claim month On-line claim must be submitted by authorized representative Requires Average Daily Attendance (ADA) Page 28 Average Daily Attendance (ADA) Add all children throughout the month duplicated Divide by number of claiming days in month Example: 6 days 10; 15; 25; 12; 14; 17 = 93 93 divided by 6 = 15.5 (ADA is 16) Page 29 CACFP Training by state Annual attendance is required If new administrator they must attend the next CNP training Offered through distance delivery May be found Seriously Deficient for non-attendance at annual state training Page 30 Annual Civil Rights Training Page 31 CNP Administrative Reviews At least every 3 years More often if : follow-up is needed CNP needs to meet 33.3% requirement Review does not necessarily match your Renewal Year Page 32 Administrative Review Issues 2012 CNP Administrative Reviews of 21 CCC & HS Staff Training (52%) Menu Records & Meal Pattern (40%) Meal Counts (32%) only one higher - 2011 was 15% Sanitation (27%) Site Monitoring (20%) Civil Rights (20%) Attendance (16%) Income Eligibility (8%) Page 33 GOOD WORK!!! Let’s make 2013 even better Page 34 Core Review Elements Enrollment & Eligibility Enrollment forms License posted if licensed center & within capacity Attendance Records WIC information posted Page 35 Income Eligibility Payment made for most programs in relation to income of participants Rate % Certification checked We’ll go over at end of training today Page 36 Core Review Elements Meal Counts Point of Service meal counts Count by child’s name (most reliable and you can verify w/attendance) Consistent counting methods Consistent compilation of counts Double-check system in place prior to submission to state Page 37 Core Review Elements Meal Counts Attendance should not be used for meal counts Meal count at point of service Meals not reimbursed if count is not current Avoid counting at end of meal – when children have left the table it’s too late! Page 38 Core Review Elements Meal Counts Procedure to ensure non-reimbursable meals not claimed Program adult meals counted (not claimed) Non-program meals counted (not claimed) At-risk meals counted separately from CCC (if operating both) Page 39 Core Review Elements Meal Observation Meal Service Portion sizes Creditable components Type of meal service implemented correctly Family Style Pre-plating Eating environment POS Meal Counts Page 40 Core Review Elements Menu Records & Meal Pattern Cycle menus HM & CN listed & actual doc on file Variety of cycle menus for the year Variety of foods served Working menus Recipes with analysis for serving sizes Need recipes even if you have production records Production records (if using) Medical statements Page 41 Core Review Elements Infant Feeding Infant = 0 through the 11th month Have to offer to all program participants – cannot exclude infants Procedure for double-check that meals are creditable before claiming Separate Infant menu/meal counts Formula/Feeding selection forms on file Page 42 More notes on Infant Meals Imperative to train staff well We offer separate infant training via conference call Use new infant menu/meal count sheets Double-check and only claim if meals are creditable for age Page 43 Core Review Elements Vended Meals Approved (by EED) contract on file Menus/recipes/CN labels – provided by vendor and available on review Daily vendor receipts Time/temperatures documented on receipt daily Vendor receipts = end of month invoice Back-up system Page 44 Core Review Elements Non-Profit Food Service Costs are accountable (food/non food are different ledger accounts) Costs match or exceed reimbursement Food Costs = or > than ½ the reimbursement Food receipts match menu Reimbursement is used for CACFP Food costs & Operating costs Not used for other center programming Page 45 Core Review Elements CACFP Staff Training Annual CACFP training must be conducted on-site Annual Training File must include: Agenda with all topics listed: Attendee names & signatures Date of training Location of training Any materials used in training (keep together) Page 46 Core Review Elements CACFP Staff Training New Employee CACFP training must be conducted New Employee Orientation sheet Agenda with all topics listed: Attendee names & signatures Date of training Location of training Any materials used in training (keep together) Page 47 Training issues What are your training issues? What has worked well for training staff? Page 48 Core Review Elements CACFP Staff Training All CNP CACFP training presentations available on CNP website http://education.alaska.gov/tls/cnp/CACFP3.html CACFP Training Agenda Template available on CNP website http://education.alaska.gov/tls/cnp/CACFP2.html Page 49 Core Review Elements Site Review (site-monitoring) At least 3 times a year No more than 6 months between Timely corrective action (document) If new site – must do: Pre-approval visit 1st site visit within 4 weeks of open Page 50 Core Review Elements Site Review (site-monitoring) Form available on web Monitor one meal type Visit each classroom Summary at the end must be completed 2 signatures Complete 5-day reconciliation Check attendance & enrollment with meal counts Page 51 Each classroom (use addendum if needed) Core Review Elements 5 Day Reconciliation 14. Do daily attendance records support the meal counts for the day of review & prior 4 days? (Complete a 5-day reconciliation below) Meal Verified: __Breakfast XXLunch/Supper __Snack (AM/PM/Eve) Day 1 Date: 7/29/12 Attendance: 25 Meal Count: 24 Day 2 Date: 7/30/12 Attendance: 20 Meal Count: 24 Day 3 Date: 8/3/12 Attendance: 23 Meal Count: 23 Day 4 Date: 8/4/12 Attendance: 25 Meal Count: 24 Day 5 Date: 8/5/12 Attendance: 22 Meal Count: 22 Document last 5 days •Attendance (from actual sign in/sign out) •Enrollment (are all children enrolled?) •Meal Count Sheets Page 52 Core Review Elements Unaffiliated Sites Acknowledgement on file Sponsor/site agreement on file Administrative costs of sponsor are documented accurately Disbursement of funds within 5 days Procedures in place for oversite Page 53 Core Review Elements Civil Rights Requirements Justice for All poster(s) displayed Racial/ethnic count noted by reviewer Your procedure on collecting racial/ethnic data you submit yearly on CNP web No discrimination taking place Complaint procedures understood Page 54 Core Review Elements Civil Rights Requirements Non-discrimination statement Long Version Website Newsletters Menus (short version okay) Parent Policies This is what some programs forget Page 55 Core Review Elements Health Safety & Sanitation State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI) Food Worker Cards -3 years Certified Food Protection Manager (CFPM) – 5 years Page 56 Core Review Elements Health Safety & Sanitation Documentation Copies of FW cards Copies of FW test completion Certified Food Protection Manager certificate Documentation of correspondence or enrollment for next CFPM training Food safety training (either by FW test or by your training agenda/sign in) Page 57 Core Review Elements Sanitation Food Storage Refrigerator/Freezer (age of food/ temps/cleanliness) FIFO Food Handling Practices Preparing Serving Dishwashing/garbage Safe Food Handling Time/Temperature Proper use of Gloves Page 58 Core Review Elements Program Administration Paperwork is organized and accessible Records & accounts available Confidentiality of participant information Correspondence/guidance with EED Permanent Agreement with EED Management Plan on file & updated Now this is required yearly Page 59 Follow-up Reviews May be unannounced Target corrective action issued, but may be more comprehensive Checking for Permanent Corrective Action Needs to be permanent – or move through Serious Deficiency Process Page 60 Corrective Action If findings on Administrative Review May be found Seriously Deficient (letter will be sent to you) Corrective Action given 2 weeks to submit documentation If you need another week, contact CNP ahead Can be found SD if late on corrective action submission Page 61 Serious Deficiency in CACFP 226.6(c)(2) and 226.6(c)(3) Submission of false information Permitting an individual on NDL list to serve in a principal capacity Failure to operate Program in conformance with the performance standards 226.6(b)(1)xviii) & (b)(2)(vii) Page 62 Serious Deficiency cont. Failure to comply with bid procedures & contract requirements Failure to maintain adequate records Failure to adjust meal orders Claiming reimb. for meals not served Claiming meals that do not meet requirements Page 63 Serious Deficiency cont. Use of a food service vendor that is in violation w/ health codes Failure to properly train or monitor facilities Failure to perform any of the other financial & admin. Responsibilities ie. Late submission of update/renewal Any other action affecting the institution’s ability to administer the Program Page 64 Potential Termination from CACFP If Corrective Action is not Permanent Institution may be found out of compliance Serious Deficient (if not found SD in the past) Notice of Termination (if already SD on this issue) with Appeal Rights Page 65 CACFP Fiscal year (FY) 2012 August/September 2012 October 1, 2012 November 15, 2012 October 2012 – September 2013 Page 66 Certification Process Provides a “snap-shot” of your center population once a year FY 2013 30-day Study Period October 1 through October 30, 2012 1) Give Confidential Income Statements to families 2) Families return Confidential Income Statements 3) You categorize Confidential Income Statements No Exceptions Page 67 Certification Process Submit no later than November 15th Submit to Child Nutrition Program office: 1. Rate % Certification 2. 30-day Study Roster 3. CCC Attendance roster or Child Care Grant roster for October Page 68 Certification Process Four Steps: 1) Distribute sample Letter to Parents with the Confidential Income Statement Distribution may begin October 1st Eligibility must be based on information reported on the Confidential Income Statement Take off “sample letter” & replace with your letterhead Page 69 Certification Process 2) Document Attendance and Eligibility Status on 30-day study Attendance Roster All children who attend the center during the study period must be counted & recorded on the attendance roster. (see handout) If you use the Child Care Grant roster remember that even part time children are counted on your 30-day attendance roster as an individual child Page 70 Certification Process 3) Categorizing & Approving the Confidential Income Statements (CIS): Must be signed & dated by the parent during the study period (October 1- 30th) Determination by the center should be done within the study period (October 1- 30th) A child will be counted as over income if the form is not complete (go over handouts) Page 71 Certification Process 4) Documentation for the Certification Statement. A yearly file folder containing the following back-up should be kept at the center: Copy of Rate % Certification Statement Original Certification Attendance Roster of all enrolled children who attend during 10/1-10/30 Categorized CIS for each child School, Head Start or Migrant documentation Copy of attendance records for the study period 72 Page Certification Process Confidential Income Statement (CIS) PFDs Must use the PFD the family received last fall (Sept/Oct 2011) through December 2012 ($1174.00) Starting in January you must use this year’s PFD (unknown amount at this point) Sequence of income All income will have to be annualized (multiplied by factor to equal yearly income) if they receive a PFD Page 73 Certification Process o Centers are required to collect & submit this information only once a year. 30 day study October 1 –October 30 Need certification to process October claim Page 74 Certification Process Common errors Leaving out drop-in children or children in special groups such as an after school program. Including children who are enrolled but did not attend during the 30-day period. Including only children who have a CIS on file instead of all who attended during the 30-day period. Page 75 Reimbursement Rates Alaska Reimbursement Rates July 1, 2012 through June 30, 2013 Page 76 Certification Process Certified Count Category Percentage 35 Free 54% 20 Reduced Price 31% 10 Above Scale 15% 65 Total 100.00% 30 children in attendance during 30-day study period Page 77 Certification Process Based on 500 Lunches Rate Category % times Meals by Federal Reimbursement % Meals Category Rate by Rate 54% Free.54 x 500 4.63 lunches 31% Reduced .31 x 500 4.23 Price lunches 15% Paid .15 x 500 .44 lunches Total Page 78 Certification Process Based on 500 Lunches Rate Category % times Meals by Federal Reimburseme % Meals Category Rate nt by Rate 54% Free .54 x 500 270 4.63 lunches 31% Reduced .31 x 500 155 4.23 Price lunches 15% Paid .15 x 500 75 .44 lunches Total Page 79 Certification Process Based on 500 Lunches Rate Category % times Meals by Federa Reimbursement % Meals Category l Rate by Rate 54% Free .54 x 500 270 x 4.63 = $1,250.10 lunches 31% Reduced .31 x 500 155 x 4.23 = $655.65 Price lunches 15% Paid .15 x 500 75 x .44 = $33.00 lunches Total $1,938.75 Page 80 Certification Process Too much math??? The Child Nutrition Program (CNP) database does the math for you OR Use the Rate Percentages Worksheet found on the CNP website: http://education.alaska.gov/tls/cnp/CACFP1.html81 Page CACFP Resources Page 82 National Food Service Management Institute http://www.nfsmi.org/ Page 83 http://www.nfsmi.org/ResourceO verview.aspx?ID=87 Page 84 Let CNS know if you would like a copy Page 85 http://teamnutrition.usda.gov/childcare.html Page 86 http://teamnutrition.usda.gov/Resources/nibbles.html Page 87 http://teamnutrition.usda.gov/Resources/childcare_recipes.html Page 88 http://teamnutrition.usda.gov/Resources/buildingblocks.html Page 89 http://teamnutrition.usda.gov/Resources/feeding_infants.html Page 90 Health Safety & Sanitation Resources DEC or Muni DEC CFPM Training Available: http://www.dec.state.ak.us/eh/fss/training/cfpm.html Muni Information Available: http://www.ci.anchorage.ak.us/healthesd/sanity.cfm Page 91 For More Information Ann-Marie Martin CACFP Specialist (907)465-8711 firstname.lastname@example.org Or Veronica Lietz Education Assistant (907) 465-4969 Veronica.email@example.com Page 92 Administrative Update Alaska Child and Adult Care Food Program
"Administrative Update FY for Child Care Programs"