Presentation on theme: "Is it really that important?"— Presentation transcript:
1Is it really that important? CACFP RECORD KEEPINGIs it really that important?
2CACFP Record Retention 7 CFR (e)“Institutions must establish procedures to collect and maintain all records listed in the CACFP regulations and required by the State Agency. Failure to maintain records will be grounds for the denial of reimbursement for meals served during the period covered by the records in question and for the denial of reimbursement for costs associated with such records.”
3CACFP Record Retention Why?Support validity of claimsHow long?3 years plus the current Program yearWhat if we don’t have these records?Could owe State money for unsubstantiated claims
4CACFP REQUIRED RECORDS Copies of all applications and supporting documents submitted to the State AgencyDocumentation of the enrollment of each participant at the centerDaily records indicating the number of participants in attendance and the daily meal counts by type (breakfast, lunch, supper, and snacks)
5CACFP REQUIRED RECORDS If applicable, information concerning the dates and amounts of disbursement to each child care facility or adult day care facility under its auspicesCopies of menus, and any other food service records required by the State AgencyInvoices and/or receipts, labor tracking, CACFP-related purchase tracking
6CACFP REQUIRED RECORDS Training DocumentationInclude:DateLocationTopics PresentedNames of ParticipantsDocument all trainingConduct at least once annually
7CACFP REQUIRED RECORDS Administrative and Operating Costs claimed by the centerIncome to the ProgramCopies of all Claims for reimbursement submitted to the State AgencyReceipts of all Program payments received from the State Agency
8CACFP REQUIRED RECORDS Documentation of nonprofit food service to ensure that all Program reimbursement funds are usedSolely for the conduct of the food service operationTo improve such food service operationsPrincipally for the benefit of the enrolled participantFor Sponsoring organizations, records documenting the attendance at annual training of each staff member with monitoring responsibilities.
9Additional CACFP Required Records Master Enrollment Lists (Monthly)If meals are vended,Daily Delivery TicketsAll Food Service ContractsCurrent Business LicenseRecent Health Inspection ReportFor Sponsoring organizations:Facility monitoring forms
10Permanent AgreementThe Permanent Agreement specifies the rights and responsibilities of all responsible individuals/principals and the State Agency.Sections:AgreementAudit RequirementsNondiscrimination StatementFraudCertification Statement
12Policy StatementThe Policy Statement assures the Child and Adult Care Food Program State Agency that;All participants enrolled at the institution or sponsored facilities are served the same meals at no separate charge.All meals served to eligible enrolled participants will be reported on the claim for reimbursement.In accordance with CACFP regulations, the institution accepts final administrative and financial responsibility for operating the CACFP.The State Agency must be made aware of all pertinent changes at your institution that may affect the program.The State Agency will ensure that each participating institution receives sufficient training and technical assistance to facilitate effective program operation.
14Let’s Play A Game! Keep It or Toss It? 1. Renewal Application from FY 2009?Toss it2. Copies of the Letter to Households from FY 20123. Permanent AgreementKeep it4. Income Eligibility Guidelines from FY 20125. Attendance and Meal counts from FY 2011
15Let’s Play A Game! Keep It or Toss It? 6. MEL template from FY 2009? 7. Food purchase receipts from FY 2012?Keep it8. Original Application9. Child and infant menus from FY 201310. IES forms from FY 2012