Office of Superintendent of Public Instruction by bHRHJDZ

VIEWS: 1 PAGES: 11

									                         OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION

                                            CHILD NUTRITION SERVICES
                                                  PO BOX 47200
                                             OLYMPIA, WA 98504-7200

                                   CHILD AND ADULT CARE FOOD PROGRAM
                                     ADULT CARE CENTER INSTITUTIONS

                                                   General Information


  I.     GENERAL

         The Child and Adult Care Food Program (CACFP) is a reimbursement program. Approved
         institutions are paid for meals that are served to enrolled participants according to rates based
         on eligibility. Claims must be supported by point of service meal counts.

         Renewing institutions may be reimbursed for meals served in the calendar month preceding
         the month in which the agreement is approved. For example, if the renewal agreement is
         approved November 10, reimbursement can be made for meals served on or after October 1.

         New institutions are reimbursed according to the Office of Superintendent of Public Instruction
         (OSPI) policy which states: “New agreements will be effective on the first day of the month in
         which the agreement is approved.”

         A.       A separate claim for reimbursement must be completed for each calendar month.

         B.       All institutions must submit claims electronically via the Internet unless they have been
                  approved for a waiver. Claims can only be submitted by the authorized
                  representative, the same person(s) who was designated on the User Authorization
                  form, which is part of the agreement.

         C.       The reimbursement schedule for 2003–04 is listed on page 2. There are four columns.
                  The first column indicates the claim month. The second column shows the dates claims
                  must be received by Child Nutrition Services (CNS) in order to be paid within 30 days
                  after the claiming month. The third column shows the dates original claims must be
                  submitted to CNS or postmarked in order to receive payment. The fourth column shows
                  the dates revised upward claims must be submitted to CNS or postmarked in order to
                  receive payment. There are no deadlines for revised downward claims.




Office of Superintendent of Public Instruction/Child Nutrition Services                       Page 1
MEMORANDUM NO. 78-03M
October 10, 2003
                                   Claim Due at               Original Claim Must    Revised Upward Claim
                             Child Nutrition Services          be Postmarked or      Must be Postmarked or
                               if Payment is to be                 Received                Received
       Claim Month                     Made                   in Order to be Paid     in Order to be Paid
                                  Within 30 Days

    October 2003             November 10, 2003               December 30, 2003      January 29, 2004
    November 2003            December 12, 2003               January 29, 2004       February 28, 2004
    December 2003            January 13, 2004                February 29, 2004      March 30, 2004
    January 2004             February 10, 2004               March 31, 2004         April 30, 2004
    February 2004            March 15, 2004                  April 29, 2004         May 29, 2004
    March 2004               April 14, 2004                  May 30, 2004           June 29, 2004
    April 2004               May 13, 2004                    June 29, 2004          July 29, 2004
    May 2004                 June 14, 2004                   July 30, 2004          August 29, 2004
    June 2004                July 14, 2004                   August 29, 2004        September 28, 2004
    July 2004                August 13, 2004                 September 29, 2004     October 29, 2004
    August 2004              September 14, 2004              October 30, 2004       November 29, 2004
    September 2004           October 13, 2004                November 29, 2004      December 29, 2004

         For example, all October 2003 claims must be physically in CNS by November 10, 2003, in
         order for payment to be made by the last day of November. All October 2003 original claims
         must be submitted or postmarked by December 30, 2003, or the original claim may not be
         paid. All October 2003 revised upward claims must be submitted or postmarked by
         January 29, 2004 or the revised upward claim may not be paid.

         D.       Cutoff Dates for Submitting Reimbursement Claim Form.

                  1.       Sixty-Day Cutoff for submitting original claims for reimbursement. Federal
                           regulation 7 CFR Part 226.10(e) states “... A final claim for reimbursement shall
                           be postmarked and/or submitted to the state agency not later than 60 days after
                           the last day of the full month covered by the claim.”

                  2.       Ninety-Day Cutoff for submitting upward revised claims for reimbursement.
                           CACFP regulation 7 CFR 226.10(e) requires that upward revised claims be
                           postmarked or submitted to the state agency not later than 90 days following the
                           last day of the full month covered by the claim.

                  3.       The 60-day (for original claims) and 90-day (for upward revisions) deadlines for
                           submitting CACFP claims will be strictly enforced.

                  4.       The deadline for upward revisions in response to a CNS notification or review will
                           be the next claim cutoff date.

                  5.       Claims not filed within the 60-day original claim or 90-day revised upward claim
                           deadline shall not be paid unless the U.S. Department of Agriculture (USDA)

Office of Superintendent of Public Instruction/Child Nutrition Services                                Page 2
MEMORANDUM NO. 78-03M
October 10, 2003
                           determines that an exception should be granted. Exceptions may be granted in
                           only one of two circumstances:

                           a.        The claim was late due to circumstances beyond the institution’s control.
                           b.        The institution is requesting a one-time-in-36 months exception.

                  6.       CACFP claims should be submitted for reimbursement as early as possible.

                           To avoid loss of reimbursement, CNS recommends the following:

                           a.        Submit claims for reimbursement in accordance with the schedule.
                           b.        If the institution does not receive payment within 50 days following the
                                     claim month, please check the claim status on line per the attached
                                     instructions, or call the accountant at (360) 725-6214 to verify that the
                                     claim was received and processed for payment.
                           c.        Only institutions with electronic claim waivers should be mailing claims. If
                                     a waiver institution has experienced the loss or the late arrival of mail, it
                                     may choose to send claims via certified mail or return receipt requested.
                                     Only claims with original signatures (no faxes or photocopies) received by
                                     the claim submission deadline will be processed.
                           d.        Resubmit rejected claims immediately with corrections to prevent loss of
                                     payment.

         E.       Adequate documentation (all receipts, invoices, and other evidence of purchase) to
                  support all data reported on the claim must be retained. This documentation must be
                  available for audit for a period of three years from the submission of the final
                  reimbursement claim for the fiscal year to which they pertain (consult your school
                  district/organization records manager regarding their policy). If audit findings have not
                  been resolved or claims are pending, the records shall be retained indefinitely.

         F.       Statewide Vendor Forms and W-9 Forms:

                  Completion of the Statewide Vendor form and W-9 form that was included in your
                  renewal package will allow reimbursement payments to be made by electronic fund
                  transfer (EFT). Institutions using the Internet will have on-line access to claims status
                  and payment summary. Institutions who have been granted a waiver from the
                  requirement of submitting claims electronically via the Internet will received a claim
                  summary report that will be mailed prior to the EFT, which occurs on the last working
                  day of each month.

                  It is the responsibility of the institution to inform the Office of Financial Management
                  (OFM) in writing of changes in banking institutions and/or account numbers and to
                  complete a new Statewide Vendor (SWV) form and W-9. Please contact OFM’s vendor
                  help-line (360-664-7779) to assist you with making changes, completing the forms, or
                  obtaining additional forms.

II.      DETAILED INSTRUCTIONS FOR PREPARING THE CLAIM ARE ATTACHED

III.     PAYMENTS

         A.       Formula for Calculating Payment

                  The meal and cash-in-lieu of commodities reimbursements are calculated as follows:

Office of Superintendent of Public Instruction/Child Nutrition Services                             Page 3
MEMORANDUM NO. 78-03M
October 10, 2003
                  The meals entered on the claim form are reimbursed based upon the percentage of
                  free, reduced-price, and above scale as reflected by the enrollment numbers submitted
                  on the claim. Enrollment numbers are unique for each institution and are based on the
                  percentages of adults classified as free, reduced-price, or above scale. The number of
                  free, reduced-price, and above scale meals is then multiplied by the USDA rate and is
                  the amount of payment earned.

                  EXAMPLE: COMPUTED PAYMENT FOR 1200 LUNCHES

                       Column A                Column B             Column C      Column D       Column E

                     Enrollment by           *Enrollment             Meals by    USDA Lunch   Reimbursement
                       Category               Percent by             Category      Rates         Amount
                                               Category
                  50 Free                   80.65 percent                 968      2.19          2119.92
                   7 Reduced-Price          11.29 percent                 135      1.79           241.65
                   5 Above Scale            08.06 percent                  97       .21            20.37

                  62       TOTAL            100 percent                   1200                   2381.94

                  Column A: Enrollment by category comes from the claim and is supported by an
                  enrollment study.

                  Column B: Enrollment by category divided by the enrollment total equals the enrollment
                  percent by category. For example 50  62 = 80.65 percent.

                  Column C: This is the result of 1200 meals multiplied by the enrollment percent by
                  category. For example 1200 x .8065 (Column B for Free) = 968 Free Meals.

                  Column D: This is the USDA meal rates for free, reduced-price, and above scale
                  lunches and suppers. Each meal type (breakfast, lunch/supper, and snack) has a
                  different federal rate for free, reduced-price, and above scale and it changes on July 1
                  of each year.

                  Column E: The reimbursement amount equals the meals by category (Column C)
                  multiplied by the reimbursement rate (Column D).

                  *The enrollment percent by category may vary slightly due to rounding by the computer.

                  Cash-in-Lieu of Commodities Calculation:

                  The cash-in-lieu of commodities reimbursement rate is multiplied by the number of
                  reimbursable lunches and suppers claimed. The 2003–04 rate is $.1575 per meal.

         B.       Administrative reviews and technical assistance visits of institutions participating in the
                  CACFP are performed throughout the year. The results of these reviews and technical
                  assistance visits may affect your enrollment data retroactive to the beginning of the
                  fiscal year or to the most recent approved enrollment study.

         C.       All money owed to Child Nutrition Services must be paid immediately upon
                  termination from the CACFP.


Office of Superintendent of Public Instruction/Child Nutrition Services                         Page 4
MEMORANDUM NO. 78-03M
October 10, 2003
IV.      REQUESTS FOR EXCEPTIONS

         Late claims submitted by approved institutions may be paid under one of two conditions. These
         conditions are either circumstances beyond the institution’s control or a one-time-in-36 months
         exception. If you should have a late claim, CNS will notify you of your options.

         A.       Condition A: Circumstances Beyond the Institution’s Control

                  1.       An institution may prepare a written request for exception if the institution
                           believes that the situation leading up to the noncompliance was caused by
                           circumstances beyond the institution’s control. Refer to Attachment I for
                           examples of requests for exception.

                  2.       For each request, the institution shall submit to CNS:

                           a.        A revised claim (or the original claim if lateness is the sole violation).
                                     Signed paper claim forms must be used to substantiate this request.
                           b.        A written description of the events and circumstances that prevented
                                     claiming compliance in sufficient detail to enable CNS and USDA to make
                                     a fair decision. The statement must provide:

                                     i.          Justification for each upward adjustment to the amount due the
                                                 institution (that is, increasing the number of meals for which the
                                                 institution is claiming reimbursement).
                                     ii.         Explanation for each downward adjustment to the amount due the
                                                 institution (that is, reducing the number of meals for which
                                                 reimbursement is claimed).

                 NOTE: CNS will accept all downward adjustments to institution claims. However,
                       downward adjustments will be monitored. If an institution repeatedly adjusts its
                       claims downward after the 90-day deadline, corrective action may be required.

                  3.       An institution may appeal the CNS decision not to forward a late claim or revised
                           claim to USDA for exception consideration. However, the institution will not be
                           permitted to appeal the USDA's denial of an exception. This does not prohibit
                           institutions operating any program from exercising rights under state appeals
                           processes regarding any CNS decision.

                  4.       A institution may request an audit/review exception of CNS for a denied
                           exception request if a subsequent independent audit or review indicates the
                           validity of the requested adjustments or portion thereof.

                  5.       Remedial Action

                           a.        An institution will be ruled out of compliance and the claim will not be paid
                                     if USDA denies the exception request.
                           b.        CNS may take one or more of the following administrative actions to bring
                                     institutions into compliance:

                                           i.    Require the institution to develop and carry out a plan for ensuring
                                                 future compliance.
                                           ii.   Place institution in noncompliance on conditional status.
                                          iii.   Conduct on-site reviews of institutions which are chronically in
                                                 noncompliance.
Office of Superintendent of Public Instruction/Child Nutrition Services                                Page 5
MEMORANDUM NO. 78-03M
October 10, 2003
                           c.        An institution shall take action to remedy noncompliance and prevent its
                                     future recurrence.
                           d.        An institution shall carry out any compliance plan submitted to the
                                     satisfaction of CNS.

         B.       Condition B: One-Time-in-36 Months Exception

                  An institution may request a one-time exception for the submission of a late claim that
                  was within the institution’s control if none of the examples in Attachment I reflects the
                  institution’s situation. A one-time-in-36 months exception may be permitted whenever
                  an institution has not been granted an exception during the previous 36 months.

                  1.       To receive this one-time-in-36 months exception, the institution must submit an
                           acceptable corrective action plan (CAP). The CAP must include:

                           a.        Actions the institution will take to avoid the situation which caused the
                                     claim to be submitted late.
                           b.        Actions to be taken to avoid any future late claim submissions from the
                                     same or other causes.
                           c.        A statement that the institution understands the exception is for 36
                                     months.
                           d.        The signature of the person who signed the agreement with CNS to
                                     operate the CACFP.

                           e.        The endorsement of the CAP by the board of directors or other governing
                                     official.

                  2.       The signed and endorsed CAP together with the original and one copy of the
                           signed late claim should be sent to:

                                     OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
                                     CHILD NUTRITION SERVICES
                                     PO BOX 47200
                                     OLYMPIA, WA 98504-7200

                  3.       CNS will then review and approve, at its option, the CAP and the payment of the
                           late claim.




Office of Superintendent of Public Instruction/Child Nutrition Services                            Page 6
MEMORANDUM NO. 78-03M
October 10, 2003
      CHILD AND ADULT CARE FOOD PROGRAM ELECTRONIC CLAIM INSTRUCTIONS FOR
                             ADULT CARE INSTITUTIONS

Instructions for filing the CACFP Adult Care reimbursement claim follow. If you have any questions,
please call CNS at 1-877-204-6486 (toll-free) or 360-725-6200 (local).


SUBMITTING A PAPER CLAIM

Agreement number: In the right hand corner of the form, enter the agreement number as indicated
on the current agreement. This will be an eight-digit number. For adult care center institutions, the
third and fourth digits in the agreement number are always 06.

PROGRAM IDENTIFICATION

Name of institution: Enter the name of the institution as indicated on the current agreement.

Address: Enter the mailing address of the institution.

Contact person and telephone: Enter the name and telephone number of the claim contact person.

Month/year of this claim: Enter the calendar month and year covered by this claim. The month
indicated must be the month for which all information on the claim refers, must be only one calendar
month, and must be a month the institution is approved to serve meals to enrolled participants.

Type of submission:

         a. Check original claim if this is the first claim submitted for the claim month.
         b. Check institution revision if this claim is a resubmission for a month where the institution
            finds an error. Revised claims must show all correct information for the month, not just the
            corrections or additions.
         c. Enter the date of the revision.

ATTENDANCE REPORTING

Number of sites claiming: Enter the number of sites being claimed Only those sites submitted and
approved as part of your application may be claimed.

Number of days meals were provided: Enter the number of meal service/operating days. If there
are multiple sites and each site has operated a different number of days, enter the number of operating
days for the site that operated the most days during the month.

Average daily attendance: Enter the average daily attendance. This is calculated by dividing the
total attendance for the month by the total number of days of meal service/operating days. The total
attendance for the month is obtained by adding the attendance for each day in the month that each
center served meals/operated.

30-DAY STUDY MONTH AND INCOME ELIGIBILITY

These numbers must come from the enrollment study month. The enrollment numbers entered here
will carry forward to future claims and should not be changed unless another enrollment study month is
completed. Documentation on file should include a current enrollment/attendance roster by site, a
summary of the enrollment data, income eligibility applications, and Title XIX documentation.
Office of Superintendent of Public Instruction/Child Nutrition Services                     Page 7
MEMORANDUM NO. 78-03M
October 10, 2003
Institutions must keep documentation on file that verifies the enrollment numbers used on this claim.
Incorrect enrollment data or inadequate documentation found during audits or reviews will cause
incorrect claim payments and may result in an overclaim and repayment by the institution to OSPI.

30-day study month:

From and to date: Enter the beginning and ending dates of the study month. The study month may
be either one calendar month, or may run mid-month to mid-month; but it cannot exceed 30 days and
the first day counts as day one. Be sure to include weekends and holidays. All sites must be open and
have adults enrolled and in attendance for the entire study month.

Income Eligibility:

Number of free: Enter the number of free from the enrollment study for all sites.
Number of reduced-price: Enter the number of reduced-price from the enrollment study for all sites.
Number of above scale: Enter the number of above scale from the enrollment study for all sites.
Total: Enter the total number of free, reduced-price, and above scale.

MEALS SERVED

Enter the total number of meals served.

NOTE: Each type of meal service must be reported independently of the others. No institution can
claim meals for visitors. Claim only those meals and snacks listed on the approved site
application(s). To claim additional meals or to change times of meal service, a revised site
application(s) must be approved by CNS prior to claiming reimbursement for those meals. If a
new site is being added, submit the new site application and a new enrollment data study if required for
all sites. New site applications must be approved by CNS prior to meal reimbursement.

ATTENDANCE DETAIL FOR-PROFIT (Title XIX) SITE:

Site name: Enter the name of each Title XIX site that was approved on the application and is claiming
this month. If there is more than one site, attach a list of all for-profit sites claiming this claim month
and for each site provide the total enrollment, number of Title XIX eligible enrolled, and percent eligible.

Total enrollment: Enter the number of adults present and enrolled for care at each site during the
month. A copy of the roster listing names of adults for each site must be kept by the institution to
document the total enrollment submitted in the event of an audit or review.

Number of Title XIX eligible enrolled: Enter the total number of Title XIX adults present and enrolled
for care at each Title XIX site during the month.

Percent eligible: Enter the percent eligible using the following formula. The number of Title XIX
eligible enrolled for the month is divided by the total enrollment. This is the percent eligible and must
be greater than or equal to 25 percent or the site does not qualify. In determining eligibility,
calculations may not be “rounded up” to reach or exceed the 25 percent level.

YEAR-TO-DATE OPERATING COSTS (MULTIPLE SITE INSTITUTIONS COMPLETE IN JULY,
AUGUST, AND SEPTEMBER)

Year-to-date operating costs: Each institution with two or more sites must report the year-to-date
operating costs on the July, August, and September claims. Operating costs are defined as food
purchases, labor related to meal service, non-food supplies, and other miscellaneous costs related to
Office of Superintendent of Public Instruction/Child Nutrition Services                       Page 8
MEMORANDUM NO. 78-03M
October 10, 2003
the meal service. An institution’s retention of funds for administrative costs is limited to 15 percent of
the total meal reimbursement earned by the institution.

The Agriculture Risk Protection Act, Public Law 104-224, established an upper limit on the percentage
of the meal reimbursement that institutions can retain for their administrative costs. This limit applies
only to institutions of two or more sites.

The claim system for FY 04 has been modified so that a warning will appear if the year-to-date
operation costs reported were less than 85 percent of the meal reimbursement. This will apply only to
the July, August, and September claims in FY 04. If year-to-date operation costs are still less than 85
percent of the meal reimbursement on the September claim, the final claim for the fiscal year, a
warning error will occur. The claim will still be processed, however. Each institution will need to review
their accounting records and ensure all operating costs are recorded correctly.

CERTIFICATION

Please read the certification statement and review the claim data to ensure that it is accurate. Records
should be kept to support this claim.

        I certify that this claim is true and correct; that records are available to support this
        claim; that it is in accordance with the terms of existing Agreement(s); and that
        payment therefore has not been received. If a proprietary center, compensation is
        received from the Department of Social and Health Services for Title XIX adults for
        not less than 25 percent of total enrollment as indicated on the site eligibility
        attachment. For multiple sites each site meets the 25 percent criteria.

Date, print name of authorized signature, and sign claim: Stamped or initialed signatures are not
acceptable. The authorized representative must be one of the individuals designated on the User
Authorization form that was completed as part of your agreement. No claim will be processed
without an original signature.

Paper claims:

The attached paper claims should be used in the following instances.

        You are not able to access the OSPI Web site or your system is down. Before mailing your
         claim contact Glenn Potter or Rob Cotton at 1-877-204-6486 (toll free) or 360-725-6200 (local)
         to verify that the system is down and that it is OK to mail claims.

        All late original or upward revised claims must be submitted using paper claim forms.

        Sponsors with waivers should use paper claim forms to submit all original and revised claims.

         Refer to claim due dates. Retain the yellow copy of the claim form for your records. Mail the
         original copy to:

                                     OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION
                                     CHILD NUTRITION SERVICES
                                     PO BOX 47200
                                     OLYMPIA, WA 98504-7200

         Incorrectly completed reimbursement claims may be returned for correction. If you need
         assistance completing your claim, please call Glenn Potter at 1-877-204-6486 (toll free) or (360)
         725-6214 (local).
Office of Superintendent of Public Instruction/Child Nutrition Services                             Page 9
MEMORANDUM NO. 78-03M
October 10, 2003
                                     2003–04 CLAIM DUE DATES

                                                                            Revised upward
                                           Original claims must             claims must be
                                            be postmarked no                  postmarked
       Claim Month                              later than:                  no later than:

October 2003                               December 30, 2003              January 29, 2004
November 2003                              January 29, 2004               February 28, 2004
December 2003                              February 29, 2004              March 30, 2004
January 2004                               March 31, 2004                 April 30, 2004
February 2004                              April 29, 2004                 May 29, 2004
March 2004                                 May 30, 2004                   June 29, 2004
April 2004                                 June 29, 2004                  July 29, 2004
May 2004                                   July 30, 2004                  August 29, 2004
June 2004                                  August 29, 2004                September 28, 2004
July 2004                                  September 29, 2004             October 29, 2004
August 2004                                October 30, 2004               November 29, 2004
September 2004                             November 29, 2004              December 29, 2004


                             Claims postmarked after these dates
                                      may not be paid




Office of Superintendent of Public Instruction/Child Nutrition Services                    Page 10
MEMORANDUM NO. 78-03M
October 10, 2003
                                                      ATTACHMENT I

                                 EXAMPLES OF REQUESTS FOR EXCEPTIONS


EXAMPLE A:

An exception for a claim submitted after the 60-day deadline was requested of U.S. Department of
Agriculture (USDA) by the state agency (OSPI) on behalf of a CACFP institution. The justification
statement asserted that: 1) a failure in the institution’s automated data processing (ADP) system
prevented it from generating the data required to complete the claim; 2) no other appropriate ADP
resources were available; and 3) because of the large quantity of data to be processed, there was
insufficient manpower available to complete the task manually before the reporting deadline.
Subsequent discussion with the state agency satisfied the USDA that: 1) the institution’s assertions
were accurate; and 2) these events made the timely completion of this claim beyond the control of the
institution. Therefore, the USDA approved the exception request.

EXAMPLE B:

An institution requested an exception on the grounds that a flood had damaged its offices, causing the
loss of documents needed to complete the claim form. The USDA’s review of the circumstances
disclosed that the flood had occurred two months before the month to which the institution’s delinquent
claim pertained. Furthermore, the institution had not demonstrated that there was any link between the
catastrophe and the noncompliance. USDA disapproved the request. Catastrophes, in and of
themselves, would not entitle an institution to be granted an automatic exception. The onus is upon the
institution to show how the catastrophe caused a situation that made reporting compliance
unreasonable.

EXAMPLE C:

An institution requested an exception for a claim submitted several weeks late on the grounds that the
person who does the bookkeeping had been ill for some time. A case was made by the institution that
there had been no other staff qualified to complete the task. Before approving this request, the USDA
had to determine whether the institution had the resources to either train or make available another
employee to replace the person normally responsible for the bookkeeping. USDA approved the
request after it determined that the institution uses the services of a private bookkeeper not on the
institution’s staff and that it was not reasonable to expect another staff person to take over the
bookkeeping work. On the other hand, if the institution had not been able to demonstrate that it was
unreasonable to expect a replacement employee, then USDA would have disapproved the request.




Office of Superintendent of Public Instruction/Child Nutrition Services                 Page 11
MEMORANDUM NO. 78-03M
October 10, 2003

								
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