Massachusetts Department of Elementary and Secondary Education - PowerPoint

							   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 (kmillett@doe.mass.edu)
And Copy:
Carrie Harrington, Business Management Specialist (charrington@doe.mass.edu)
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.