Massachusetts Department of Elementary and Secondary Education - PowerPoint
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Massachusetts Department of Elementary and Secondary Education Nutrition, Health, and Safety Summer Food Service Program Training May 7, 14, 15, 20, 22, 2008 Amy Socolow Robin Haunton Diane Sylvia Summer Food Service Program (SFSP) • SFSP is a nonprofit food service program for children, mainly operated during the summer months. • The primary purpose of the SFSP is to provide food service to children from needy areas during periods when area schools are closed for vacation. Summer Food Service Program Administration • United States Department of Agriculture (USDA) • Massachusetts Department of Elementary and Secondary Education (ESE), Nutrition, Health & Safety Unit • SPSP Sponsors • SFSP Sites Nutrition, Health & Safety • Special Nutrition Programs • Program Monitoring • Nutrition Education, Training & Outreach • Food Distribution • Financial Management Outreach • ESE has a contract for outreach for the Summer Food Service Program. • Project Bread-The Walk for Hunger is the contractor. • Website - www.meals4kids.org SFSP Resources • USDA Handbooks- Administrative Guidance (green) Monitor’s Guide (turquoise) Site Supervisor’s Guide-English (purple) Nutrition Guide (yellow) SFSP Resources (continued) • ESE Program Guide • SFSP Regulations • Justice for All Posters Sponsor Eligibility Guidelines • Public or private nonprofit • Necessary financial and administrative capability • Final administrative responsibility Examples of Sponsoring Organizations • Public Sponsors County Town/City School District • Private Non-profit Sponsors Boys & Girls Clubs YMCA/YWCA Salvation Army Churches Community Agencies Site Classification • Open/Area Site • Restricted Open Site • Closed Enrolled Site • Residential/Nonresidential Camp Site • National Youth Sports Program Site • Migrant Site • Upward Bound Program Site Open/Area Site • Located in areas in which poor economic conditions exist. • Draws their attendance from schools at which 50% of the children are eligible for free or reduced priced meals in the National School Lunch Program. • List located in ESE Program Guide Appendix 2 Open/Area Site (continued) • May use census data for site qualification. website: www.fairdata2000.com • Must make meals available to any child who attends a meal service. • May serve one meal or two meals each day. Restricted Open Site • Areas in which poor economic conditions exist. • Open initially to broad community participation, but the sponsor restricts or limits attendance for reasons of security, safety or control. • Draws attendance from schools at which 50% of the children are eligible for free or reduced priced meals in the National School Lunch Program. Restricted Open Site (continued) • May use census data for qualification. • May not charge a fee for children to attend. • May serve one or two meals per day. • Draws children exclusively from eligible areas. Closed Enrolled Site • Site is only open to enrolled children as opposed to the community at large. • At least 50% of the enrolled children are eligible for free or reduced priced meals in the National School Lunch Program. Closed Enrolled Site (continued) • May use school list to qualify a site. • May use census data to qualify a site. Website: www.fairdata2000.com • May use list from school food authority to qualify children. • May use list from school food authority and Meal Benefit Forms to qualify children. Closed Enrolled Site (continued) • Individual Meal Benefit Forms or approved documentation such as school name, census data, or list from school food authority, must be on file for State agency to review. • Must have informed ESE which method will be used to document eligibility. • May serve one or two meals per day. Residential/Nonresidential Camps • Must have regularly scheduled food service as part of an organized program for enrolled children. • Shall only claim for meals served to income eligible children. Residential/Nonresidential Camps (continued) • Individual Meal Benefit Forms or approved alternate documentation for each eligible child must be on file by session. • May serve up to three meals per day. ROAR! HELP!! Migrant Site • Provide data demonstrating that the site serves the children of migrant workers. Please see Appendix 5 for sample letter. • Meals served to all children at a migrant site qualify for reimbursement. • May serve up to three meals per day. Meal Benefit Form • See Appendix 3 in the SFSP Guide. • Number 1- All are to complete this section. • Number 2 – To be completed if child is a foster child. Meal Benefit Form (continued) • Number 3 – All households receiving Food Stamps or TANF are to provide this information. • Number 4 - All households that did not complete Number 3 need to complete this part. • Number 5 – All need to complete. Meal Benefit Form (continued) • Number 6 – Optional • For Official Use Only: After ensuring the above sections have been completed fully, sponsors need to complete and sign this section to determine eligibility status of child. SFSP Sponsor Responsibilities • Application • Record Keeping • Meeting the Meal Pattern • Training • Monitoring • Documentation • Preparing Claims Sponsor Responsibilities (continued) • Application Entire approved application packet must be available for review and maintained for a period of three years plus the current year. Sponsor Responsibilities (continued) • Record Keeping Records of meals claimed Records of Program income Records of all food costs Records of planning prior to operation Records of training Records of monitoring by sponsor Sponsor Responsibilities (continued) • Meeting the Meal Pattern The Meal Pattern is the nutrition foundation of the SFSP. SFSP Meal Pattern Appendix 8 Daily menus of meals served. Appendix 23 and 25 Sponsor Responsibilities (continued) USDA Nutrition Guidance Creditable/Non-creditable foods Components Variety Nutrition Sponsor Responsibilities (continued) Creditable Foods-Determining Factors Nutrient Content Customary function in meal Meet regulations governing Child Nutrition Programs Meet the FDA’s Standards of Identity Sponsor Responsibilities (continued) Non-Creditable Foods may be served, but not in place of creditable foods. Sponsor Responsibilities (continued) • Training Documentation and synopsis of training sessions held for administrative and operational personnel. Appendix 9-13 Sponsor Responsibilities (continued) • Monitoring Sponsors have the responsibility to monitor all of their sites. Ensures that all sites comply with Program regulations. Ensures that all children in the community are receiving nutritious meals. Appendix 15-17 Sponsor Responsibilities (continued) • Documentation Documentation of all program pre-operational visits, monitoring, training, operational and administrative expenses, program income, menus, meal counts, production records or signed meal delivery slips, enrollment and civil rights counts by session Sponsor Responsibilities (continued) • Claims Sponsors may claim reimbursement for administrative and operational costs. Sponsors must have complete records to document all costs and meals claimed. The sponsor must submit all claims in a timely and accurate fashion. SFSP Claim • All sponsors will receive the maximum amount of operating and administrative reimbursement (meals times rates). • Completed records must document all costs claimed. SFSP Claim- Administrative Costs • Administrative Costs are costs incurred by the Sponsor for activities related to: planning organizing administering the program SFSP Claim – Operating Costs • Operating costs are those incurred by the sponsor for: Providing and serving meals to eligible children and Program adults. Preparation or ordering of meals. Camp Session Enrollment • Camp Session Enrollment Summary Form (Appendix 30) is required for all camps. • One form is required for each camp session. SFSP Simplified Cost Accounting Under the new simplified cost accounting procedures: Sponsors do not have to report their costs to the State agency, although they must maintain records for the State agency’s review. Reimbursement is based on “meals times rates”, without comparison to actual or budgeted costs. Advance payments will be based on the current years earning potential (meals x rate) or last years actual costs. Online Claim Processing Claims will be entered and processed via an online application. Online application will automatically compute the costs that are entered. No more calculation errors. No more sending paper or faxing your claims. Timelines for when claims are due still apply. System Login From the web browser, type the web address https://www4.doemass.org in the Address bar and press the ENTER key (on your keyboard). You can also access the security portal via the main page of the ESE website (www.doe.mass.edu). Go to the “Select Program Area” dropdown in the top right hand side of the screen, select “Security Portal” and click the orange arrow. Who Can Submit the Claims? For usernames and passwords originally assigned by ESE, complete access to submit the Sponsor claims is given ONLY to the Sponsor: Executive Director Superintendent Or any other person that was designated as the Authorized Sponsor Representative in your original application for SFSP.* If the above mentioned identified individuals choose to assign others in the organization submission capability, an email must be sent (from the email address of that identified individual ) to: Kathleen Millett, Executive Director (email@example.com) And Copy: Carrie Harrington, Business Management Specialist (firstname.lastname@example.org) The email must identify your organization and Sponsor agreement number and designate to whom in the organization should be assigned the ability to submit the claims. *Please Note: Submission authorization will not be provided to those who are not employees of the Sponsor (i.e., food service management personnel). Login Enter your UserName and Password and click the LOGIN button. Both the UserName and Password are case sensitive. If either of the following error messages display, re- enter your username and password and click LOGIN again. “The user name or password you entered was not correct.” “You have exceeded the login time limit. Please try again.” Login screen will display messages regarding system availability or other system issues. List of Applications A list of available ESE Applications will display. Click the Nutrition School Lunch* link to advance to the next screen. * This link refers to all Child Nutrition Programs including SFSP. Online Claims Application- SFSP Link After you log into the application, an introductory screen will display, with nutrition-related links. Click the Summer Food Service link to enter claims. Online Claims Application- Claim Menu This is the Summer Food Service Program main menu. If you hover the pointer over the Sponsor Claims option, submenu options will be displayed: Sponsor Claims, Reimbursement, Site Report, and Site Selection. Entering Claims Sponsor claims are comprised of site-level claims that are added automatically to the sponsor claim. The basic steps for entering site and sponsor claims are as follows: 1. Select the Site Selection submenu. 2. Select a claim period and site. 3. Enter and save Site Claims. 4. Run the Site Report to verify site-level data. 5. Enter and save the Sponsor Claim. 6. Submit the Sponsor Claim to ESE. 7. View Claim Reimbursements. Selecting a Claim Period and Site Select the claim period: All site data is managed within a claim period that is accessible via the Claim period drop- down, which lists completed claim periods as well as new claim periods to be entered. Select the claim period to be processed. Press the SELECT button. The name for each site and claim status will display. A site claim can have one of four statuses: DONE – The site claim was entered and saved; no errors exist (although warnings may exist). The claim is ready for inclusion in the Sponsor Claim. ERRORS – The site claim was entered, saved, and errors exist. IN PROCESS – The site claim was entered and saved but is not done. NOT ENTERED – The claim for this site has not yet been started. Entering the Site Claim In this example, a site claim for JUL-2007 is shown. #1 Site data has been entered. # 2 The claim must still be verified to check for errors; # 3 The Done box must be checked; and # 4 The claim must be saved. The top section of the site claim contains data that is display only. The other sections contain data that is entered by #1 the user. If changes need to be made to a completed site claim (not submitted #3 to ESE), simply uncheck the Done box, click the Verify button, and then #4 #2 continue to make changes. Sponsor Claim Select Sponsor Claims from the Sponsor Claims menu. Select the claim period from the drop-down. The Sponsor Claim includes all sites for the sponsor. The top section contains general information about the sponsor that cannot be changed. The meal count data has been automatically calculated from the site claims and cannot be changed here. Any changes must be made at the site level. When the Sponsor Claim status is put in SUBMITTED, no additional changes can be made to the Site Claims or the Sponsor Claim. Until the status is SUBMITTED, the Sponsor Claim and related Site Claims can be edited. The ESE can not process any claims that are not in SUBMITTED status. Sponsor Claim cont’d The bottom portion of the site claim is to report Actual Operating Costs. Although sponsors do not have to report their costs under the simplified procedures, they must continue to maintain records of their costs and make them available for review by the Department Site reviewers. This portion is a management tool to be used to report costs and reviewers will ask to see this information when reviewing sites. Always Remember… SFSP Claims Mantra Roses are Red Violets are Pale Do DONE and SUBMIT Or your claims, … they will FAIL!!!!! Site Responsibilities • Point of Service • Food Safety • Meal Times • Seconds • Unitized Meals Sponsor Record Keeping Requirements • Approved Application Packet • Documentation of Meals Claimed • Documentation of Program Income • Documentation of Program Expenses • Documentation of Pre- Operational Planning Sponsor Record Keeping Documents (Continued) • Documentation of Training • Documentation of Monitoring • Documentation of Site Eligibility • Documentation of Meeting Meal Pattern • Civil Rights Documentation- Appendix 18 SFSP Changes • All changes to your program requested after initial program approval require a request in writing via email. Include your Sponsor agreement number on all your email correspondence. Please use the standard form found in Appendix 20 and in the Online Document Library. Do not send SF-SI or scratch sheet. Field Trip Policy • Meals taken on field trip may be claimed. • Email notification of date/specific location of trip. • Use standard form in the manual (Appendix 19) and in the Document Library. Additional Information • Handicapped Children • Commodity Foods • Family Style Meals pages 51-57 in guidebook Reviews • USDA • ESE (Sponsor Reviews and Site Reviews) • Common Errors – pages 79-80 in guidebook • Open reviews from last year Document and Reference Library The Document and Reference Library has been set up as a repository for important documents related to the SFSP Programs. The link from the Main Menu directly launches the list of links and documents. The ESE staff will update this list periodically. Document Library cont’d The list will contain the documents and templates related to SFSP. Simply click on the document name(s) to download, click Open, and do a SAVE AS to your local PC. The documents will usually be a word template or excel spreadsheet. To navigate back to the main menu, click on the BACK button on the bottom of the page. Downloading Documents Click on the document name to Download. Click OPEN Click SAVE AS. SAVE AS the documents in a folder on your local PC, where you can return later to print them. Please be sure to save the document with an appropriate name in the “File name” box. Continue downloading all documents that are needed or required. Thank you for your efforts! • Thank you for providing meals to children in Massachusetts during the summer months. • It’s vital to ensure that nutritious meals are still available even when schools may be closed.