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					 CHILD AND ADULT CARE FOOD
 PROGRAM

  Orientation for New Institution Training




            Illinois State Board of Education
2010-2011                                       1
            Springfield, Illinois
Housekeeping
    Silence cell phones
    NO food in room (drinks are allowed)
    Beverages available in next room; and soda will be
     offered at morning and afternoon breaks and with
     your lunch
    Restrooms
    Training materials
    Evaluation
    Certificate of Attendance
 http://www.isbe.net/nutrition/
                                                          2
Today’s Presenters
   ISBE Staff
     Jeanne Lavanger
     Janet Campbell
     Paula Williams



                        3
Objectives
    To become familiar with and
     understand all requirements of the Child
     and Adult Care Food Program (CACFP),
     including the forms to use and the
     procedures that must be implemented
    To understand the seven-step
     application process to be approved in
     the CACFP
                                                4
Purpose of the CACFP
   The United States Department of
   Agriculture (USDA) will provide
   reimbursement (money) for you to:
       Plan
       Purchase
       Prepare
       Serve nutritious meals to eligible
        children
   while maintaining documentation to
   support those meals                       5
What Programs May Participate?

 Child care centers, Head Start, school-
  sponsored Pre-K programs, and Outside
  School Hours Programs
 At-Risk After-School Snack/Supper
  Programs
 Emergency shelters providing assistance

  to children
http://www.isbe.net/nutrition/
                                            6
Number of Meals/Snacks Allowed Daily

 Maximum of two meals and one snack or one
  meal and two snacks per child per day
 Exceptions
       At-Risk After-School Snack/Supper Programs may be
        reimbursed one snack and one supper per child per
        day
       Emergency shelters may be reimbursed for up to
        three meals per child per day including weekdays
        and weekends. The combination of meals can include
        the three meals (breakfast, lunch and supper) or two
        meals and one snack or one meal and two snacks per
        child per day                                          7
Reimbursement
   The amount of
    reimbursement your
    institution receives is
    based on the number
    of meals served to
    children and each
    child’s household
    income or area
    eligibility
http://www.isbe.net/nutrition/   8
Rate for Meal Reimbursement
                       Breakfast      Lunch/Supper     Supplement
Paid                   $ .26           $ .26             $ .06
Reduced-Price          $1.18           $2.32             $ .37
Free                   $1.48           $2.72             $ .74

Free rate of reimbursement is given to At-Risk After-School Snack and
Supper Program and Emergency Shelters.

Rate of Cash-in-Lieu of Commodities
The rate for cash-in-lieu of USDA commodities for each lunch and
supper served to children under CACFP is $0.2025.

                                                                        9
Integrity of Program—VCA

   In order to participate in the CACFP, you
    must meet three performance standards:

     Financial Viability
     Administrative Capability

     Program Accountability



                                                10
Children Meal Pattern Requirements

         Refer to the white
         Meal Chart for Children
         ages 1 to 12 years




                                     11
Children Meal Pattern Requirements

 Different components for each meal type
 Different portion sizes for each age group

 Grain/bread requirements

 Food items must be creditable

 Emergency shelters and At-Risk After-School
  Snack/Supper Programs serving children over
  12 years of age must serve at least the portion
  sizes required for children 6 to 12 years of
  age
                                                    12
Crediting Food Guide

   Creditable foods meet the requirements
   for a reimbursable meal
   Non-creditable foods do not count
   towards meeting the meal pattern,
   however, they can supply calories for
   energy needs and may contribute
   additional protein, vitamins, and
   minerals. Can make meal more
   appealing
   http://www.isbe.net/nutrition/
Crediting Food Guide (continued)

   The grains/breads item
    must serve the customary function of
   bread in a meal. For lunch or supper, this
   means the item must be served as an
   accompaniment to the main dish (i.e., dinner
   rolls) or
    must be a recognizable integral part of

   the main dish (i.e., taco shells, pot pie crust,
   or spaghetti).
Infant Meal Pattern Requirements

        Refer to the yellow
        Infant Meal Pattern Chart for
        children ages birth to 11
        months



                                        15
Infant Meal Pattern Requirements

   Must provide at least one type of
    iron-fortified infant formula
   Infant Formula/Food Waiver
    Notification
      must be completed and signed

     must   be kept on file
                                        16
Reimbursable Infant Meals

   Meals containing breast milk or iron-fortified
    formula brought in by parents can be claimed
    even when the formula is the only required
    component (birth through three months)
   Meals cannot be claimed for reimbursement when
    mother comes to center to breast feed infant
   Meals cannot be claimed for reimbursement when
    meal pattern for specific age is not followed
   Refer to the chart on the back of the Infant Meal
    Pattern Chart for more examples of allowable
    meals                                               17
Medical Reasons to Make Food
Substitutions
   Disability that substantially limits one or
    more major life functions—You MUST
    make food substitutions
   Food allergy that is life threatening—
    You MUST make food substitutions
   Food intolerance—You are not required
    to make this substitution
                                                  18
Medical Exceptions

To make substitutions for medical reasons,
use the Medical Exception Statement for
Food Substitution (ISBE Form 67-44) on our
website.

http://www.isbe.net/nutrition/htmls/forms_cacfp.htm




                                                           19
                                                      19
Other Food Substitution Requests

 Personal Preference
 Religious Belief


You are not required to make these
substitutions. We recommend you have
a written policy on how you will handle
these requests.

                                          20
Menus

    Must be written for all meals
     claimed (infants and children)
    Must meet meal patterns for
     infants and children
    Must list actual foods served

    Must include the date the menu
     was served
   http://www.isbe.net/nutrition/htmls/forms_cacfp.htm   21
Combination Foods

    A food item which combines two
     or more different food
     components
    Examples: ravioli, canned chili,
     canned soup, pizza, chicken
     nuggets, fish sticks
Combination Foods

     When using combination foods
      you must know how it
      contributes to the CACFP meal
      pattern, you do not guess
     Combination food items are

      creditable only if you have a
       1. CN Label or

       2. Product Analysis Sheet
CN Label
 USDA evaluates product’s formulation to
  determine how it will contribute to the meal
  pattern requirement
 Manufacturer not required to have CN label

 Once approved manufacturer can state food
  contribution on product label
 Food items eligible for CN Labeling are main

  dish products with Meat/Meat Alternate
  component and juice or juice products
  containing at least 50% full-strength juice
CN Label (continued)

     Why buy CN Labeled products?
      Label states clearly the contribution
       of the product towards meeting the
       CACFP Meal Pattern Requirement
      Following label you prevent
       Program findings during reviews
       and audits
      Simplified price comparison
CN Label (continued)

  Are CN Labeled products better?
   No, a CN label does not indicate the food
    product is healthier or more nutritious than
    a similar non-CN labeled product
   It also does not indicate the quality of the
    food is any different than a non-CN
    labeled food
   Neither does it mean the foods are safer
    to eat or free of pathogens or allergens
Example: CN Labeled Fish Stick

                                     065545
 Three Fried Breaded Fish Sticks (0.54 oz each)
 provide 0.50 oz equivalent Meat and 0.50
 serving of Bread alternate for Child Nutrition
 Meal Pattern Requirements.
 (Use of this logo and statement authorized by
 the Food and Nutrition Service, USDA 11-05).
Product Analysis Sheet

  A combination food may also be credited
   when a Product Analysis Sheet is on file
  It must include a statement on the amount of
   cooked meat/meat alternate and
   grain/bread alternate and/or
   fruit/vegetable components in each serving
   of the food
  This sheet must be signed by an official of
   the manufacturer (not a salesperson)
Different Types of Meal Services

   Pre-plated meals: when all components,
    including milk, are served by an adult in
    the correct portion size for each age
    group
   Family-style meals: when enough of
    each component is placed on the table
    in serving bowls and children serve
    themselves
                                                29
Pre-Plated Meals
When is the meal reimbursable?
 The adult serving the meals must
  serve the correct portion size of all
  components to each child
 The child must be sitting at the table
  (can claim meal even if the child does
  not eat)
 Meal count taken at this time            30
Family-Style Meals
When is it a Reimbursable Meal?
 Serving bowls contain enough food to
  provide full portions for all children at the
  table (including adults eating with children)
 Children serve themselves from serving
  bowls passed around the table
 Children take amount of food desired
 Adults encourage children to take more food
  when they refuse food or do not take a full
  portion
 Meal counts taken at this time
                                            31
Activity #1 — Menu Evaluation

 Evaluate the breakfast, lunch, and
  supplement menus
 Determine if they meet requirements

 Note any additions or deletions

  necessary to provide a reimbursable
  meal

                                        32
33
Process for Documenting Your Claim for
Reimbursement


    Enrollment     Determining Eligibility
       Form
                                              Master List
                                              of Children




                                                 Meal
                                             Participation
      Claim for                                Records
                   Total Meals Recap
   Reimbursement

                                                             34
Enrollment
  Form



             35
Enrollment Form
 CACFP  Annual Enrollment Form (ISBE 67-98)
  Verifies child enrolled at center
  On file for EVERY child
  Must be updated every year
  Exempt—unlicensed Outside School Hours
  Programs, At-Risk After-School
  Snack/Supper Programs, and Emergency
  Shelters
 http://www.isbe.net/nutrition/pdf/67-98_cacfp_enroll.pdf
                                                            36
Determining
 Eligibility



               37
How is Eligibility Determined?
Children’s eligibility determines the rate of
reimbursement (free, reduced or paid) your
organization will receive from the food program.

Eligibility could be based on the:
   Family’s household income or other types of eligibility such as:
      Supplemental Nutrition Assistance Program (SNAP) or
      Temporary Assistance to Needy Families (TANF)

Type of program you participate in such as Head Start
Area eligibility for At-risk After School Programs

Purpose of the institution such as Emergency Shelters
                                                                        38
                                                                       38
Methods to Determine an Individual
Child’s Household Eligibility

           Household Eligibility Application
           Extended Categorical Eligibility
           Direct Certification (Only after
            approved in CACFP)
            To claim free or reduced meals, current
            eligibility documentation must be on file
            for each child


                                                        39
2010-2011

      Household
       Eligibility
      Application
                     40
Household Eligibility Application
    Household Eligibility Application is required for
     New Institutions – Use most recent forms
     available on website
    Eligibility is good for 12 months from effective
     date of the Household Eligibility Application
    Effective date may be made retroactive back to
     the first day the child participates in CACFP as
     long as it occurs in the same month the form is
     received
    If you do not receive a Household Eligibility
     application from a family, you may claim those
     children in the paid category
 http://www.isbe.net/nutrition/pdf/69-                   41
     88_eligibility_centers.pdf
Household Eligibility Application
Exceptions
A   school food authority participating in National
  School Lunch Program (NSLP)
   If you have already determined the students
    eligibility using NSLP applications, you may use
    those for CACFP
 At-Risk After-School Snack/Supper Programs do not
  need household eligibility applications
 Emergency Shelter Programs do not need household
  eligibility applications

                                                   42
Head Start Programs
   All children eligible for Head Start enrolled at your
    facility, including those not meeting the income
    eligibility criteria, are eligible for free meals
   Must keep a Head Start Master List of Eligible
    Children with official documentation of Head Start
    eligibility
     If you have a center-based Head Start program,
       submit a copy of the Health and Human Services
       Head Start Award Letter listing the funded slots with
       application
       http://www.isbe.net/nutrition/pdf/65-10_head_start.pdf   43
Emergency Shelter Programs
For Emergency Shelter Programs
   Does not require Household Eligibility
    Applications
   Eligibility is automatically free
   Must have intake records for all children and
    disabled adults
http://www.isbe.net/nutrition/pdf/67-
92_emergency_shelter.pdf


                                                    44
At-Risk After-School Programs

For At-Risk After-School Snack/Supper Programs
   Facility must meet area eligibility
    requirements—all children are free
   Does not require
    Household
    Eligibility Applications



                                                 45
    Household Eligibility Documents
Must give parents the following eligibility documents:
    Household Eligibility Application Information (instructions)
    Household Eligibility Application (including second page with
     Privacy act and Non-discrimination statement)
    Parent Letter for Child Care Centers
    Parent Instructions for Completing application

    All Household Eligibility documents and instructions found on
     the website:
     http://www.isbe.net/nutrition/htmls/forms_cacfp.htm
                                                                 46
Different Types of Applications


Different Types of Applications
  SNAP/TANF Application
  Foster Child Application
  Income Application




                                   47
                                  47
SNAP OR TANF
  Household
  Eligibility
 Applications
SNAP OR TANF Household Eligibility
Application


 Section1—List ALL household members,
  children’s ages and persons with no income
 Section 2—List SNAP or TANF case number for

  any household member, child or adult

       Supplemental Nutrition Assistance Program (SNAP)
       Temporary Assistance to Needy Families (TANF)

                                                            4
                                                           499
SNAP/TANF Application –
Parent Must Provide:

Name(s)   of child(ren) who are enrolled at
 center (All members of household do not have
 to be listed)
At least one valid SNAP/TANF case number

Valid case number based on ISBE guidance

Signature of an adult household member



                                             5
                                            500
SNAP/TANF Application –
Institution (YOU) Must Complete:

   Section A―Mark an X for SNAP/TANF Household
   Section B―Mark an X for Approved Free. All
    children in household are eligible for free meals
    when only one person (child or adult)
    receives SNAP/TANF benefits
   Section C―Child care representative signs and
    dates
   Section D―Enter the effective date
                                                         5
                                                        511
 Extended
Categorical
 Eligibility
               52
Extended Categorical Eligibility

 Children are eligible for free meals when one
  member of the household (child or adult)
  receives SNAP or TANF benefits
 Household Eligibility Application-Only one

  SNAP/TANF case number is needed




                                                   53
                                                  53
Foster Child
 Eligibility
NEW Foster Child Requirements
   New Healthy, Hunger-Free Kids Act of 2010, Public
    Law 111-296 modified requirements for CACFP
    effective January 31, 2011.
   Applies only to Foster Children formally placed by
    a State Child Welfare Agency or a Court




                                                    55
NEW Foster Child Eligibility
   Foster child is now automatically eligible for free
    meals without a Household Eligibility application
    with a copy of a document:
      From appropriate State or local agency indicating
      status of the child as a foster child whose care and
      placement is responsibility of the State
     That a court has placed the foster child with a
      caretaker’s household.



                                                             56
NEW Foster Child Eligibility
       No  informal arrangements outside of State or court-based
        systems are considered
       Automatic free eligibility does NOT extend to non-foster
        children in the same household. Non-foster children must
        have a CACFP Household Eligibility Application to be
        claimed in Free or Reduced-priced category. However,
        foster child may now be included as a member of the
        household on this application, as well as their personal
        income earned.
   You may begin to use this new criteria for foster
    children immediately or use old method discussed
    next.
                                                                57
Foster Child Application Method–
Guardian Provides:
 Name    of foster child
    Each foster child may be considered a household of
     one and have a separate application

 Mark  box for foster child and list personal
  use income received by the foster child, if
  any
 Signature   of the guardian


                                                           5
                                                          588
Foster Child Eligibility




                           59
Foster Child Application –
Institution (You) Must Complete:

 Follow   Income Application approval process




                                                  6
                                                 600
 Income
Application
Household Eligibility Application

   Section1—Parent/Guardian lists ALL household
    members, children’s ages and persons with no income
   Section 4—Parent/Guardian lists only household
    members with income, amount and frequency
   Section 5—
     Social Security Number (Only the last four digits are
      NOW required) OR I do not have social security
      number is checked
     Signature of Adult Household member

                                                               6
                                                              622
Privacy Protection - NEW
   On February 15, 2011 USDA amended
    requirements for collecting Social Security numbers.
   Amendment now requires that only the last four
    digits of the Social Security number must be
    provided on an income application
   Section 5 – Application – until we update these
    forms, you may mark through the first five lines of
    the social security number before giving the
    application to the parents to complete. The parents
    only provide the last four digits of their social
    security number.                                    63
64
Income Application –
Parent Must Provide:
 Names   of ALL household members, ages of
  children attending center, and person(s) with
  no income
 Name of person(s) with income, amount of
  income for each person, and the frequency
  income is received
 Sign, provide last four digits of the Social
  Security Number, and date

                                                   6
                                                  655
    Income Application –
    Institution (You) Must Complete:
 Section A―Mark an X for Income Household
  and calculate income
 Section B―Mark appropriate eligibility
  category (free, reduced-price, paid)
 Sections C―Child care representative signs
  and dates
 Section D―Enter the effective date



                                                66
                                               66
Temporary Application Approval

You are encouraged to approve households on
a temporary basis when a household reports
zero income or has a temporary reduction in
income (such as work lay-off or recovering from
an injury that temporarily prevents a household
member from working). Eligibility is
determined based on the present rate of
income rather than on regular annual income.
                                              6
                                             677
Temporary Application Review


A temporary
application is an
income
application that
lists zero
income.
Temporary Application Approval
Parent Must Provide:
   Section1—Lists ALL household members, children’s
    ages and persons with no income
   Section 4—Lists household members with zero income
   Section 5—Last four digits of Social Security number
    or box marked I do not have a social security number
       Signature of Adult Household Member




                                                        6
                                                       699
Temporary Application Approval:
Institution (You) Must Complete
 Section A―Mark an X for Income Household,
  Total Household Size, Total Household Income.
 Section B―Mark as Temporary Approval-in
  correct category
     Expires   on date (good for 45 days)
 Sections C―Child care representative signs
  and dates
 Section D―Enter the effective date
Temporary Applications after 45 Days
At the end of the 45 Days (Temporary approval) you must re-
  evaluate the household’s situation and should contact the
  household to determine if the income circumstances have
  changed.
 If the household’s income situation remains the same, you
  may make the approval valid until the next application
  renewal period.
 If the household’s income situation has changed, request the
  household complete a new application or have the
  information on the existing application updated and initial
  the changes. Determine a new effective date if the
  eligibility for the child(ren) changes.
72
     Household Income Guidelines




73
Electronic Direct Certification System




                                    74
 What is Direct Certification?
 Simplified way to determine if a child
  receives SNAP or TANF benefits
 Compare child’s name directly to data
  provided by Illinois Department of Human
  Services (IDHS)
 When child matches-No Household

  Eligibility Application is needed

                                          75
                                         75
Electronic Direct Certification System

   Access by logging into IWAS and going to the Child
    Nutrition ACES
   Confidentiality cannot be stressed enough
   Use system only to determine children’s eligibility at
    your child care facility
   ONLY available after approved in CACFP
    and have ISBE Web Application Security
    (IWAS) access
                                                          76
                                                         76
Activity #2 Household Eligibility
Applications
   Evaluate Enrollment Form
       Child care representative (YOU) complete effective date to
        process each enrollment form
   Refer to Income Guidelines (next slide) to:
   Evaluate the Household Eligibility Applications
       SNAP or TANF Application
       Income Application
       Foster Child Application
   Review Approval section at the bottom of the
    application
       Child care representative (YOU) completes sections A
        through D to process each household eligibility application
                                                                      77
     Household Income Guidelines




78
Master List
of Children



              79
Master List of Children
   The Master List organizes all children as they are
    enrolled in your program and should be updated
    monthly
   Child care center, Pre-K, Head Start, and Outside
    School Hours programs create a master list for all
    children enrolled in each facility using eligibility
    documentation
   http://www.isbe.net/nutrition/pdf/67-95_master_list.pdf
   Emergency shelter programs create a master list for
    all children using intake records
   At-Risk After-School Snack/Supper Programs do NOT
    need to create a master list                              80
Why Use Master List?

 Use a master list each month for the children
  you have CACFP documentation on file. These
  are the children you can claim for meal
  reimbursement
 Master list must be updated monthly to reflect
  changes in enrollment or status



                                                    8
                                                   811
Master List Activity

   Review Master List of Enrolled Children
       Is each child enrolled listed on the Master List?
       Is their Child and Adult Care Food Program eligibility
        completed from the Household Eligibility Applications?
       Update Master List monthly
       Keep confidential




                                                                 82
Master Lists for Children Head Start
and Even Start
 Master List of Enrolled Children for Head Start or
 Even Start Form (ISBE 65-10)

This is for Head Start and Even Start Programs only
because children are automatically eligible for free
meal benefits.

http://www.isbe.net/nutrition/pdf/65-10_head_start.pdf


                                                          8
                                                         833
Master Lists for Emergency Shelters

 Master List for Children and Disabled Adults
 at Emergency Shelters (ISBE Form 67-92)

This form helps to organize participants staying at a
shelter. It is recommended you create a separate
Master List for children and another for disabled adults.

http://www.isbe.net/nutrition/pdf/67-
92_emergency_shelter.pdf
                                                        8
                                                       844
    Meal
Participation
  Records



                85
   Meal Participation Records (MPR)

 Recordchildren’s names from master list
 Develop a separate Meal Participation Record for
  each meal service claimed
   Ex:   Breakfast, lunch, pm snack
 Used to determine the number of meals claimed for
  reimbursement
 Must be maintained to support the number of meals
  claimed
                                                 8
                                                866
Meal Participation Records (MPR)

 Meal Participation Record (ISBE 68-75)
  Must write in the days of the month
 Meal Participation Record (ISBE 68-75A)

  For programs operating 31 days
 Emergency Shelter Meal Participation Record

  (ISBE 69-04) For children and disabled adults
 At-Risk Daily Meal Count form (ISBE 69-14)

                                              8
                                             877
Daily Use of Meal Participation Records

   Point of Service Counts
       Record of meals served must be completed after each
        reimbursable meal or snack is served
   Daily Totals on Meal Participation Record
       Total the number of meals served daily for each meal
        service




                                                               88
 End of Month Use of Meal Participation
 Records

 At the end of the month, total each child’s meal
  count and enter in the appropriate eligibility
  category
 Total each free, reduced-price, and paid column
 Do a cross check; the daily totals must equal the
  totals in free, reduced-price, and paid columns
 Recommendation: have another person re-check all
  counts and addition

                                                   8
                                                  899
Multi-site Sponsoring Organizations
 Multi-site sponsoring organizations have more
  than one facility under the same FEIN
 Additional multi-site sponsor requirements:

  available on website:
   http://www.isbe.net/nutrition/pdf/multi-site_factsheet.pdf




                                                                 90
Total Meal Recap




                   91
Total Meal Recap

   Total Meals Recap Form (ISBE 67-22)
     Used  to add a facility’s meal counts for each meal
      service for entire month
     The total number of meals in each category are then
      entered on the Claim for Reimbursement

    http://www.isbe.net/nutrition/pdf/67-
      22_meals_recap.pdf



                                                             9
                                                            922
   Claim for
Reimbursement



                93
Claim for Reimbursement

   Complete monthly
   Submit online using the Child Nutrition Application
    Claim Entry System (ACES)
   Meals claimed must be supported with appropriate
    documentation
   Claims must be submitted within 60 calendar days
    after the end of the claiming month
   Contact Funding & Disbursements at 217-782-5256
    regarding your Claim for Reimbursement


                                                   94     94
Summary of Eligibility and Claim for
Reimbursement


    Enrollment     Determining Eligibility
       Form
                                              Master List
                                              of Children




                                                 Meal
                                             Participation
      Claim for                                Records
                   Total Meals Recap
   Reimbursement

                                                             95
Activity #3—Prepare Menus

        Break into groups for lunch
        Prepare five-day lunch menus
        Share menu ideas with group
        Be back by 12:45 p.m. for Questions
         and Answers



                                               96
QUESTION AND ANSWER SESSION




                              97
The Cycle of Financial Reporting



       Analyze            Budget




                 Record

                                   98
Financial Reporting Agenda

       1.   Financial Viability Documentation
       2.   Application Budget
       3.   Monthly CACFP Financial Forms
              Cash Disbursements Journal
              Personnel Activity Reports
              Monthly Profit (or Loss) Summary
              Monthly Milk Purchase Summary
       4.   Monthly Claim for Reimbursement on
            IWAS ACES
                                                  99
Financial Viability Documentation

                                 Audit
                                Report
                                                Income
                                               Statement
           Budget                                 and
                                                Balance
                                                 Sheet


                            Financial
                            Viability
         Bank                                        Tax
       Statement                                    Return


                   Cash Flow             Business
                   Projection             Plan
Application Budget

CACFP New Institution Website

   http://www.isbe.net/
    nutrition/htmls/cacfp
    _step3.htm

   Pages 56-59 in
    handout
Monthly CACFP Financial Forms

   Cash Disbursements Journal
   Personnel Activity Reports
   Monthly Profit (or Loss) Summary
   Monthly Milk Purchase Summary




                                       102
Cash Disbursements Journal

   Record expenses every day
     Food   costs
       Detail   gallons of milk purchased
     Allowable non-food costs
     Overhead costs

     Administrative supplies

     Unallowable costs – costs that were included on the
      same receipt as food program costs but are not used in
      the food program

                                                               103
Activity #4 - Grocery Receipt Analysis

Page 54 of
handout




                                         105
Personnel Activity Reports

Food program staff members   Duties
   Owner                       Review enrollment forms and
   Director                     household eligibility
                                 applications
   Bookkeeper
                                Complete CACFP application
   Teachers
                                File CACFP monthly claims
   Teachers’ aides
                                Take meal counts during meal
   Cook                         services
   Janitor                     Prepare food
   Other                       Serve food
                                Clean-up                       106
      Bottom portion of the Personnel Activity
      Report




108
Monthly Profit (or Loss) Summary

   Summarizes costs associated with operating the
    food program
   Documents the operation of a nonprofit food
    service program, as required by the USDA




                                                     109
111
112
Monthly Milk Purchase Summary

   Analysis to determine if you purchased enough
    milk for the number of meals served during the
    month

   Great tool for the director




                                                     113
115
                                                        116




MONTHLY CLAIM FOR
REIMBURSEMENT ON IWAS ACES




       Only accessible once your CACFP application is
       approved.
117
Financial Recap

 Documentation to prove Financial Viability
 Application Budget

 Monthly CACFP Financial Forms

     Cash Disbursements Journal
     Personnel Activity Reports
     Monthly Profit (or Loss) Summary
     Monthly Milk Purchase Summary
 Monthly Claim for Reimbursement on IWAS ACES

* Maintain records for three years plus the current
  year                                                118
119
Civil Rights Requirements
•   All institutions receiving Federal financial assistance
    are required to comply with Civil Rights
    Requirements
•   Your institution is prohibited from discriminating
    against individuals on the basis of race, color,
    national origin, sex, age, or disability
•   Must display And Justice for All poster which
    includes the non-discrimination statement and
    complaint procedure

                                                         120
Civil Rights Training

   Documentation of Training (ISBE 67-25)
     All individuals interacting with CACFP participants must
      be trained on Civil Rights Compliance
     Civil Rights Training materials are available at

     http://www.isbe.net/nutrition/pdf/67-
      25_training_form.pdf
    New Institution Application Process
   Step 1—Meet Program Requirements
   Step 2—Complete New Institution Training
   Step 3—
       Review New Institution Application Checklist on website
       Complete application documents on website
       Submit application documents to ISBE for review
   Step 4—Develop and implement CACFP operational procedures
   Step 5—Complete a successful Pre-Operational Visit which
    determines capability and accountability
   Step 6—Establish an administrative IWAS account and complete
    Internet application documents
   Step 7—Claim Submission. Submit your first claim for
    reimbursement                                                  122

    http://www.isbe.net/nutrition/htmls/cacfp_new.htm
Step 1- Basic Program Requirements

Basic Program Requirements
   Public Entity—Municipal, county, state, or federal government
    agencies OR
   Private Non-Profit—A federal tax-exempt status letter, e.g.,
    Federal Internal Revenue Service, U.S. Department of Treasury,
    501(c)(3) document, is required OR
   Private for-Profit Organizations
         Private for-profit institutions are eligible when they receive subsidized
          childcare payments for at least 25 percent of their Department of
          Children and Family Services (DCFS) license capacity OR 25 percent of
          their total enrollment, whichever is less. Institutions may also use
          free/reduced-price applications to meet the 25 percent eligibility.
  http://www.isbe.net/nutrition/pdf/cacfp_bpi_step1.pdf
                                                                             123
Step 2 – Training Requirements

Orientation for New Institution Training
   Attend this mandatory Orientation for New Institution Training
   Train your key staff on the Child and Adult Care Food
    Program
   Documentation of Training Form (ISBE 67-25)

http://www.isbe.net/nutrition/pdf/67-25_training_form.pdf




                                                                 124
Step 3 – Application Documents

New Institution Application Document Checklist (website)
1.       Print a copy of the Checklist
2.       Complete application documents for your program
         referring to the Checklist
3.       Make 2 copies of the application documents
         Mail one copy to ISBE
         Keep one copy for your files


     http://www.isbe.net/nutrition/htmls/cacfp_step3.htm
                                                           125
Step 4 – Operational Procedures

Operational Procedures
•   Develop and implement operational procedures to meet
    program record keeping and administrative requirements
•   Refer to website for Operational Procedures form
•   Establish these procedures before monitor schedules pre-
    operational visit
•   All current forms available on website

http://www.isbe.net/nutrition/pdf/cacfp_bpi_step4.pdf


                                                           126
 Step 5 - Pre-Operational Visit

Pre-Operational Visit
• How to be ready

• Review Pre-Operational Visit checklist on website

• Pre-Operational Visit Request Form
     ISBE will send a request form when the paper application
      has been reviewed
    Return checklist and (submit copies of one month’s
      completed forms for review-recommended)
    Once checklist and sample forms (if applicable) are
      reviewed and in good order you will be contacted by an
      ISBE Monitor to schedule your Pre-Operational Visit
   http://www.isbe.net/nutrition/pdf/cacfp_bpi_step5.pdf
                                                                 127
Step 6 - Access Child Nutrition
Application
        Access Child Nutrition Application on IWAS
        •  IWAS (Illinois State Board of Education Web
           Application Security) is the Internet access to your
           CACFP account
        •  Faxed letter is sent to you to set up IWAS account
        •  Sign-up for your account and password
        •  Enter all ―not submitted‖ documents online
        •  Sponsor Application will go into
             pending or approved status
        •  Call us or wait for our final
             Application approval on IWAS

           http://www.isbe.net/nutrition/pdf/cacfp_bpi_step
           6.pdf
                                                                  128
Step 7-Claim Submission
  Claim Submission
  •   Once all steps of the application are complete and all
      sites and sponsor application documents are approved
      on IWAS/ACES
  •   File your first Claim for Reimbursement
      using your IWAS Access
http://www.isbe.net/nutrition/pdf/cacfp_bpi_step7.pdf




                                                          129
  Contacts at ISBE

For issues related to the administration of the Child and
Adult Care Food Program including program questions,
allowable meals, meal patterns, creditable foods, and
vendor contracts:

Contact Person         Email Address
Jeanne Lavanger        jlavange@isbe.net
Janet Campbell         jacampbe@isbe.net
Paula Williams         pawillia@isbe.net

                                                            130
Contacts at the Illinois State Board of
Education
Nutrition Programs
Phone: 800/545-7892 or 217/782-2491
Fax: 217/524-6124
Website: www.isbe.net/nutrition

Issues Related to Claims for Reimbursement
Funding and Disbursement Services
Phone: 217/782-5256
Fax: 217/782-3910
Website: www.isbe.net/funding
                                             131
Question and Answer




                      132
Pick up your
Certificate of
Attendance
and leave your Evaluation
Form

     Thank You
                            133

				
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