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Administrative Update FY for Child Care Programs

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Administrative Update FY for Child Care Programs Powered By Docstoc
					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
       annmarie.martin@alaska.gov

                  Or
           Veronica Lietz
         Education Assistant
           (907) 465-4969
      Veronica.lietz@alaska.gov

                                    Page 92
Administrative Update


      Alaska Child and Adult Care
            Food Program

				
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