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◦ More than one-third of all providers visited did not have up-to-date records ◦ In 80% of sponsors visited, at least 20% of providers lacked up-to-date.

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Presentation on theme: "◦ More than one-third of all providers visited did not have up-to-date records ◦ In 80% of sponsors visited, at least 20% of providers lacked up-to-date."— Presentation transcript:


2 ◦ More than one-third of all providers visited did not have up-to-date records ◦ In 80% of sponsors visited, at least 20% of providers lacked up-to-date menus and meal counts 2

3  A sponsor contracts with the State Agency to oversee CACFP operation of homes, accepting all administrative and financial responsibility  A sponsor collects and maintains all necessary provider records and prepares, submits and disburses monthly claims  A sponsor provides management guidance & assures each home is monitored according to Regulation with well trained monitoring staff 3

4 226.15 (e) (14) “A CACFP Sponsoring organization must have records documenting the attendance of training for each staff member with monitoring responsibilities. Training must include instruction appropriate to the level of staff expertise and duties, on the Programs meal patterns, meal counts, claims submission, claim review procedures, recordkeeping requirements and an explanation of the Programs reimbursement systems.”  A sponsor must develop their own written CACFP policies and procedures on the above topics and train monitors and applicable CACFP staff to recruit, train, review, and oversee the sponsored program and FDCH providers in these requirements.  A sponsor must provide in house Staff ( Monitoring and Administrative) Training on the requirements yearly, documented with an agenda and sign in sheet. 226.16(d)(3) (see handbook Pgs. 5-6, and Part 3 and 4 of the Handbook) 4

5  Federal Regulation 7 CFR 226  State Agency Training & Information Updates  Handbooks ◦ Guidance for Management Plans and Budgets ◦ Crediting Foods Guide ◦ Food Buying Guide ◦ *Family Daycare Homes Monitoring Handbook 5

6  Written policies and procedures for monitoring staff ◦ A road map that consistently outlines expectations ◦ Help assure that monitors are meeting regulatory requirements  Effective, comprehensive review tool/form ◦ Thorough and complete tools that compel the monitor to “dig deeper” and ask the right questions ◦ Good internal Controls ◦ DOCUMENTATION! Identify findings- Identify patterns  Monitor training 6

7  Regulatory requirements to train monitors.  Cover program basics and program changes, but also train monitors on how to “connect the dots” during a facility review by knowing: ◦ Why they’re looking at particular records; ◦ What they’re looking for in those records; ◦ How to ask questions about what they see; ◦ How to write up what they find in the records; and ◦ How to follow up with facilities to ensure that these findings are resolved. 7

8  Remember – the basics are not enough  Ask analytical and probing questions  Unannounced monitoring visits should be unannounced 8

9  Ensures accountability  Improves efficiency  Documents serious deficiency  Should be replicable  Documents to OIG, OMB, Congress, American public where monies are spent 9

10  Note/Check errors/ findings/patterns from past monitoring review forms. Does this need to be an unannounced visit?  Is your monitoring form recording all required monitoring requirements. Taking Rider E, Section 3 ( 432) is helpful!   WHATS In YOUR BAG? Extra forms, handouts and posters.   If you have on line computer claim capability- do you check meal count records before you visit? 10

11  A provider cannot begin participation without a pre- approval visit at which all program benefits, requirements and forms are discussed and taught.  The provider ‘s facility must be a home environment within a non commercial zone. The provider cannot operate more than one daycare home on the CACFP.  The new sponsored home must be reviewed within the first 4 weeks of operation.   Program benefits and requirements as well as required forms must be discussed CFR 226.16(d)(1) 226.184 page agreement Posters 11

12  Before pre-approval visit, talk with the provider as to schools attended by a child in her location.  Check and document the providers physical address and school options against current school and census data.  Discuss with the provider the Tier Options: Tier 1 schoolTier 1 Census Tier 1 Provider Income (Or a combination of any of these 3) Tier 2 Mixed: Discuss options for returning Mixed Tier forms to you Tier 2 Lower- all providers qualify for this option  Record all eligible Tier options and update yearly 12

13  Three monitoring visits within a 12 month time span with 2 visits unannounced and 1 unannounced at a meal or snack. No more than 6 months can elapse between visits.  Visit at a home’s regular hours of operation but at varied, unpredictable times of day and meals. Include weekends, evenings and holidays as applicable.  Document and review all required elements, using an approved monitoring form. The dated form should be signed by the monitor and the provider. ◦ Elements: Meal pattern, POS meal counts, licensing, training, enrollments,5 day reconciliation, menu and meal records  An attempted visit cannot be counted as one of the three visits required. 13

14  Posted? Current? CHECK EVERY TIME!  If license is not current, documents must be available to show proof that the license is in process. ◦ Conditional Licenses  Do the children attending today fall within the capacity on the enrollment? (check ages and staff/child ratios)  If Legal Unlicensed- is there proof of the provider having at least on child on child care subsidy, TANF or ASPIRE?  If Legal Unlicensed – is the provider staying with child/staff ratios and numbers of own children and related children listed on her application? 14

15 Current original enrollment forms for all enrolled children ( including a providers own) must be available in home, reviewed at the visit and renewed annually. Enrollments must show:  child’s full name, address and DOB  hours, days and meals in care  parent/guardian signature and date  Both Race and Ethnicity completed  LU information as to relationship/subsidy 15

16  Completed at each monitoring visit  1 st section determines if each child’s ‘attendance patterns/records on site.  2 nd section collects meal count information  Review information of 5 previous OPERATING days.  If discrepancies are found- follow your household contact procedures 16

17  Provide training on all elements yearly as well as any new and current program requirements.  Document yearly attendance with an agenda and sign in sheet.  Providers must attend yearly or complete some form of makeup training that you provide on required topics.  Constant non compliance should be considered grounds for Serious Deficiency. 17

18  Is a daily menu posted for parents and reviewers?  Are there correct and complete dated menus for the past week that clearly list all required food components that fit the meal pattern for each meal?  Are there infant menus/production reports for each infant listed on meal counts?  Are meal count records dated and show the full name and age of each child being served  Did the provider have all CACFP paperwork (including the 4 page agreement ) up to date and readily available? Appropriate documentation for substitutions or special dietary needs?  Were all required postings noted  Were portion sizes adequate to meet the minimum USDA requirements? ( Family Style or Portion controlled?)  Did the food served match the menu? Were there adequate amounts prepared or served? Were all components served at the same time? Was Skim or low fat milk served for children over 2?  Was the meal served at correct times? Were there substitutions? Special dietary needs? Water available?  Was the meal served in a safe and sanitary environment……………………………………? 18

19  When findings are discovered: -Document and date the finding -Decide if a warning is sufficient or if the provider must send a written plan of correction to you within a certain timeframe -Complete a follow up review to assure the finding was corrected. -Decide if the finding demands declaring the provider Seriously Deficient -Complete other review as necessary 19

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