Get documents about "Administrative Update FY for Child Care Programs
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Document Sample
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
