Presentation on theme: "Menu Record Requirements"— Presentation transcript:
1Menu Record Requirements 4/08Menu Record RequirementsAfter School At-Risk Meals and Snacks Programs
2Menu records must support the Claim for Reimbursement 7 CFR Part 226“…each institution shall certify …that records are available to support the claim…Failure to maintain such records shall be grounds for the denial of reimbursement for meals…”
3Menu Record Requirements Why are menu records required?Certify each meal claimed contains all required components in at least the minimum quantity required
4Menu Record Requirements--Overview 4/08Menu Record Requirements--OverviewFood receipts to substantiate food on menusWorking menus showing food actually servedCN labels or Product labels for commercial combination foods or Manufacturer’s Product Analysis Sheet if no CN Label on productRecipes for homemade combination foodsMention term “dirty menus"
5Food Receipts When program purchases food & prepares meals: Dated receipts (make sure date is legible)Only CACFP food on receipts, or foods purchasedfor other purposes clearly markedNon-Food costs notedVended Meal programs need:Daily Vendor Receipts for all mealsInvoices showing charges for CACFP mealsContract showing price per meal determination
6Menu Documentation Requirements Site locationDate menu is servedAll food items actually served (include substitutions)For ODE review of menus:Notation for homemade combination foods (HM)Notation for commercial combination foods (CP)
7Menu Record Requirements 4/08“Working” MenuAll food items actually served must be documented on “working” menu:Milk served at all meals when it is a required component (Supper)Any meal pattern component food(s) substitutedActual food, not food group (example: peaches, not “fruit”)Actual foods served on “Cooks Choice” daysAdd handouts of sample menu stylesDiscuss printed menu vs working menu
8“Planned” vs. “Working” menu Planned Menu:• Market your nutrition program• Control food cost – efficient shopping tool• Nutrition overview of week/month• Review for compliance with meal patternsWorking Menu:• Required documentation• Show actual foods served (purchasing/delivery changes)• Assure meals claimed are reimbursable (review before preparing claim)
9Cycle Menus are recommended A cycle menu is a series of planned menus, written in advance and repeated on a regular rotating schedule.Recommendation: Four - six week cycle of menusRequirements:Cycle menus must be dated when used(document the week the menu is served)Must have “working” (“dirty”) version of each menushowing all changes to planned menu - includeactual food items served each day
10Menu Record Requirements 4/08Combination Foods►Combination foods – Menu items that contain foods frommore than one meal pattern component group:● Commercially manufactured● Homemade► Combination foods can only count for 2 components inthe meal► Combination Foods supporting documentation isrequired:● Recipes for homemade combination foods● CN labels or Manufacturer’s Product AnalysisSheet for commercial combination foods if not CNlabeled● Product labels for Commercial Combination Foods with Standards of IdentityStudy Questions:What types of food require either a CN Label or a Manufacturer’s Product Analysis Sheet?Would a breaded fish stick need a CN Label or Manufacturer’s Product Analysis Sheet to be creditable?
11CN LabelingFederal USDA labeling program for the Child Nutrition Programs – manufacturer’s submit product formula to USDA for creditingOnly products analyzed & approved by USDA can make CN Labeling claims regarding creditingCN Label provides a warranty against audit claims, if used according to the manufacturer's directions stated on the CN Label
12Child Nutrition (CN) Labels Distinct label on the product certifying the contribution of each meal pattern component in the product. Printed on the product’s packaging in this format:Refer to Big Red, Page 23.12
13CN LabelsOnly need 1 CN Label on file for product, even if serve multiple timesCheck to make sure CN label on file applies to product actually being servedOnly counts for 2 components, even if crediting information given for 3 components
14Manufacturer’s Product Analysis Sheet (MPAS) Menu Record Requirements4/08Manufacturer’s Product Analysis Sheet (MPAS)If serving commercially prepared combination food without a CN-label:must have MPAS on file showing meal pattern contribution:● Difficult to obtain● Not the product label or Nutrition Facts● Must contact the manufacturer to obtainRemove negative language and give correct information on how to obtain.
15Manufacturer’s Product Analysis Sheet (MPAS) Must be an official statement from the manufacturer showing the formulation of the product, the amount of each ingredient credited toward a pattern componentA description of all ingredients, i.e. grain productsmust be specified whole grain or enriched;The ingredient weight per serving of each ingredientto be credited;The weight of ingredients specified as raw orcooked weight;The weight or volume of the product serving size,or the number of pieces per serving.
16Memorandum: September 2, 2005 Commercial Combination Foodswith Standards of IdentityThe Food Buying Guide for Child Nutrition Programs, Nov 2001 edition, provides meat/meat alternate crediting info for some standardized combination foodsHandout, Memo 9/2/05
17Combination Foods with Standards of Identity To credit commercial combination foods in the without a CN label or MPAS:The name of the food on the product label must exactly match the name of the product listedMust maintain on file an actual product label or photocopy of the product label showing the name exactly matchesThe product is credited for the meat/meat alternate only (except for breaded fish products)
18Combination Foods with Standards of Identity Example:Chili con Carne with BeansFBG states:¾ cup provides 1 oz m/ma1 ½ cups provides oz m/ma
19Homemade Combination Foods Need Recipes Must have a recipe on file showing mealpattern contribution component ingredients:● Homemade combination foods made inSponsor’s own kitchen(s)● Homemade combination foods made bya vendor you purchase meals from
20Use USDA Recipes whenever possible – - Crediting information is provided for each recipe- No other documentation is required
22USDA Recipes for Child Nutrition Programs Updated recipes from the 1988 Quantity Recipes for School Food Service and the 1995 Tool Kit for Healthy School MealsEdited and reflect the changes made in the newest edition of the Food Buying Guide for Child Nutrition Programs.Available on the Web--from NFSMI
23Adjusting USDA Recipe Yields Recipes in USDA Child Care Recipe manual are developed to produce 25 servings or 50 servings.If you need to make a different number of servings, you can change the number of servings without changing the crediting information*Number of servings you want to makeNumber of servings USDA recipe makes=Factor(number you will use to multiply each ingredient in USDA recipe)* When recipes are adjusted using this method, the portion size stays the same and the crediting information is still accurate.
24Menu Record Requirements 4/08To increase the number of servings in a USDA recipe****Calculate the factor you will use to increase each ingredient:Number of servings you want to makeNumber of servings USDA recipe makesFactor (number you will use to multiply each ingredient in USDA recipe)=Example: USDA Recipe for Vegetable Frittata makes 25 Servings.You want to make 35 servingsYou want to make 35 servingsUSDA recipe makes 25 servings1.4 (number you will use to multiply each ingredient in the USDA recipe)=****The portion size stays the same so the creditable amount of components in each portion is accurate.(Handout)
25Multiply each recipe ingredient by 1.4 Example:35 (number of servings you want to make) = (Factor) 25 (number of servings USDA recipe makes)Multiply each recipe ingredient by 1.435x 1.44.55lbx 1.48.4 ozx 1.418.2 oz(Handout)
26Homemade Combination Foods, must have written recipe on file Recipes must include:Name of the recipe (must match name on the menu)List all ingredients with weight or volumeForm of the ingredientServing Size (must be a reasonable size)Yield (total # of servings, or total bulk amount)Component Contribution (two maximum)CN Label or MPAS (when an ingredient is a commercialproduct with more than one component)
27Food Crediting Standard Reference Tool Menu Record Requirements4/08Food Crediting Standard Reference ToolOfficial reference manual to determine the number of servings of meal pattern components in foods as purchasedODE uses to determine creditable amount of meal pattern component foods in recipesMove this to the front of the food section
28Food Crediting Standard Reference Tool Sponsors use to document creditable servings sizes in recipes, purchased foods.Example:Ham, fully cooked, ready to eat boneless w/water added,1 lb. yields .82 lb cooked lean meat
29Food Buying Guide is available on the Web—see address below Pen and Ink Changes— Refer to April 19, memoOrder form is in your packet or see ordering info on the Web(Handouts—2)
30New Mexico Food Purchasing and Production Guide Reference for sponsors who prepare to 100 servings (in increments of 5 servings)Available on the web—see address below
31Menu Record Requirements 4/08ODE Recipe Form Optional form, documents all required recipe information. If Sponsor uses own form, must document all required information.Change this form(Handout)
32Documenting Recipes: Most important Documenting Recipes: Most important! Document on recipe form what you actually do when making the recipe & number of servings recipe makes
33After writing down recipe as you make it, find crediting info in USDA Food Buying Guide for components