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Administrative Update for Adult Day Care Centers Alaska Child and Adult Care Food Program Fall, 2012 Required for FY 2013.

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Presentation on theme: "Administrative Update for Adult Day Care Centers Alaska Child and Adult Care Food Program Fall, 2012 Required for FY 2013."— Presentation transcript:

1 Administrative Update for Adult Day Care Centers Alaska Child and Adult Care Food Program Fall, 2012 Required for FY 2013

2 Page 2 USDA – Child and Adult Care Food Program Legislation Richard B. Russell National School Lunch Act 1946 Amended through P.O /13/10 Child Nutrition Act of 1966 Amended through P.L /13/10 Healthy, Hunger-Free Kids Act of /13/10

3 Page 3 Healthy Hunger-Free Kids Act of P.L Implementation FUTURE: New Meal Patterns!!! Updated Meal Patterns in September 2012 Dietary guidelines Will go into effect at a later date Moving Towards: Limits on juice Vegetable and fruit at lunch/supper Number of starchy vegetables per week

4 Page 4 USDA – Child and Adult Care Food Program Regulations Code of Federal RegulationsTitle 7 Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226

5 Page 5 7 CFR 226.2, , , a, Definitions Institutional provisions Sponsoring Organization provisions Adult day care center provisions Requirements for meals

6 Page 6 From Regulations: Basic Requirements Tax exempt or meet for-profit require. New applications and renewals Accept final administrative and financial responsibility Provide adequate supervisory & operational personnel Pre-approval visits for all facilities Recordkeeping – outlined on next slide

7 Page 7 Recordkeeping Application & supporting docs Enrollment & income eligibility Daily attendance & meal counts Daily meal counts for adult staff Invoices/receipts/records of costs and income Claims submitted within timeframe

8 Page 8 Recordkeeping, cont. Receipts of program payments from EED Menus, recipes, recipe analysis, production records Monitoring records Training sessions (& attendance at training of monitors) Non-profit food service

9 Page 9 Basic Requirements, cont. Perform edit checks prior to claim submission Have daily records available Meal type approved 2 nd person double-check counts, if menus are creditable (children/infants/allergies), attendance is being completed For-profit document at least 25% of children in care (enrolled or lic. Capacity) were eligible for free/reduced meals

10 Page 10 Basic Requirements, cont. Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions, & guidance Make payments to sub-recipients within 5 working days of receipt from EED

11 Page 11 USDA – Child and Adult Care Food Program FNS Instructions Posted on CNP website Example: FNS Instruction revision 3 – Financial Management (is being updated)

12 Page 12 USDA – Child and Adult Care Food Program Policy Memos Distributed through Alaska Bulletins and USDA website Policy/PolicyMemoranda.htm Guidance on specific topics Updated Guidance for the Adult Day Care Component of the CACFP Participant Eligibility in Adult Day Care Adult Day Care Center Eligibility & Licensing/Approval

13 Page 13 Update & Renewal for FY2013 Update annually & renew every 3 years Database Updates & Renewals due October 1 st Forms due October 1 st Except the NPFS Financial Report 30-day study

14 Page 14 Child Nutrition Program (CNP) Database FY2013– Renewals/Updates Handout on CNP yearly update

15 Page 15 Child Nutrition Program (CNP) Database Type in URL address –

16 Page 16 Child Nutrition Program (CNP) Database

17 Page 17 All Programs Update Yearly Submit to the state agency by October 1 st Management Plan Updates Attachment A & B (Budget sheets -Excel doc ) Attachment C Attachment D Cycle Menus Vended Meal Agreement CCR confirmation documentation

18 Page 18 Central Contract Registry (CCR) All recipients of federal funds must register on CCR Update or renew annually Need a Data Universal Number System (DUNS) number to register Submit confirmation to EED with October 1 st paperwork

19 Page 19 All Programs Update Yearly Submit to the state agency by November 15 th Rate Percentage Certification paperwork (30-day study) – if applicable Non-Profit Food Service (NPFS) Financial Report

20 Page 20 Non-profit Food Service Financial Report Best Practice: Food costs = or > than 50% of reimbursement If you dont meet this submit an explanation with form as to why you are not spending at least 50% of reimbursement on food

21 Page 21 Cash vs. Accrual Accounting Cash = expenses & income reported when paid/received Accrual = expenses & income recorded when incurred End of year youll use accrual (costs & income in September for September) Non-Profit Food Service

22 Page 22 Additional Documents for Renewal (every 3 years) Submit to the state agency by October 1 st : Recipes & recipe analysis (or put USDA recipe number on cycle menu) Organizational Chart And if the following have changed: Outside Employment Policy Mission Statement Non-discrimination Statement

23 Page 23 Programs in Renewal Year for 2013 Palmer Sr. Citizens Center Polaris House Rendezvous Sr. Day Services

24 Page 24 Claim for Reimbursement Due no later than 60 days past the end of claim month Needs to be in PENDING APPROVAL by due date (see claim calendar) Additional 30 days for upward amendment for total of 90 days past end of claim month On-line claim must be submitted by authorized representative Requires Average Daily Attendance (ADA)

25 Page 25 Average Daily Attendance (ADA) Add all adults throughout the month duplicated Divide by number of claiming days in month Example: 6 days 10; 15; 25; 12; 14; 17 = divided by 6 = 15.5 (ADA is 16)

26 Page 26 CACFP Training by state Annual attendance is required If new administrator they must attend the next CNP training Offered through distance delivery May be found Seriously Deficient for non-attendance at annual state training

27 Page 27 Annual Civil Rights Training

28 Page 28 Review by EED At least every 3 years Youll receive a list of documents to have available when we come to your facility

29 Page 29 Core Review Elements Enrollment & Eligibility Enrollment forms License posted if licensed center & within capacity Attendance Records

30 Page 30 Income Eligibility Payment made for most programs in relation to income of participants Rate % Certification checked Well go over at end of training today

31 Page 31 Core Review Elements Meal Counts Point of Service meal counts Count by adults name (most reliable and you can verify w/attendance) Consistent counting methods Consistent compilation of counts Double-check system in place prior to submission to state

32 Page 32 Core Review Elements Meal Counts Attendance should not be used for meal counts Meal count at point of service Meals not reimbursed if count is not current Procedure to ensure non-reimbursable meals not claimed Program adult meals counted (not claimed) Non-program meals counted (not claimed)

33 Page 33 Core Review Elements Meal Observation Meal Service Portion sizes Creditable components Type of meal service implemented correctly Family Style Pre-plating Eating environment POS Meal Counts

34 Page 34 Core Review Elements Menu Records & Meal Pattern Cycle menus HM & CN listed & actual doc on file Variety of cycle menus for the year Variety of foods served Working menus Recipes with analysis for serving sizes Need recipes even if you have production records Production records (if using) Medical statements

35 Page 35 Core Review Elements Vended Meals Approved (by EED) contract on file Menus/recipes/CN labels – provided by vendor and available on review Daily vendor receipts Time/temperatures documented on receipt daily Vendor receipts = end of month invoice Back-up system

36 Page 36 Core Review Elements Non-Profit Food Service Costs are accountable (food/non food are different ledger accounts) Costs match or exceed reimbursement Food Costs = or > than ½ the reimbursement Food receipts match menu Reimbursement is used for CACFP Food costs & Operating costs Not used for other center programming

37 Page 37 Core Review Elements CACFP Staff Training Annual CACFP training must be conducted on-site Annual Training File must include: Agenda with all topics listed: Attendee names & signatures Date of training Location of training Any materials used in training (keep together)

38 Page 38 Core Review Elements CACFP Staff Training New Employee CACFP training must be conducted New Employee Orientation sheet Agenda with all topics listed: Attendee names & signatures Date of training Location of training Any materials used in training (keep together)

39 Page 39 Training issues What are your training issues? What has worked well for training staff?

40 Page 40 Core Review Elements CACFP Staff Training All CNP CACFP training presentations available on CNP website CACFP Training Agenda Template available on CNP website

41 Page 41 Core Review Elements Site Review (site-monitoring) At least 3 times a year No more than 6 months between Timely corrective action (document) If new site – must do: Pre-approval visit 1 st site visit within 4 weeks of open

42 Page 42 Core Review Elements Site Review (site-monitoring) Form available on web Monitor one meal type Summary at the end must be completed 2 signatures Complete 5-day reconciliation Check attendance & enrollment with meal counts

43 Page 43 Core Review Elements 5 Day Reconciliation 14. Do daily attendance records support the meal counts for the day of review & prior 4 days? (Complete a 5-day reconciliation below) Meal Verified: __Breakfast XXLunch/Supper __Snack (AM/PM/Eve) Day 1 Date: 7/29/12 Attendance: 25 Meal Count: 24 Day 2 Date: 7/30/12 Attendance: 20 Meal Count: 24 Day 3 Date: 8/3/12 Attendance: 23 Meal Count: 23 Day 4 Date: 8/4/12 Attendance: 25 Meal Count: 24 Day 5 Date: 8/5/12 Attendance: 22 Meal Count: 22 Document last 5 days Attendance (from actual sign in/sign out) Enrollment (are all adults enrolled?) Meal Count Sheets

44 Page 44 Core Review Elements Civil Rights Requirements Justice for All poster(s) displayed Racial/ethnic count noted by reviewer Your procedure on collecting racial/ethnic data you submit yearly on CNP web No discrimination taking place Complaint procedures understood

45 Page 45 Core Review Elements Civil Rights Requirements Non-discrimination statement Long Version Website Newsletters Menus (short version okay) This is what some programs forget

46 Page 46 Core Review Elements Health Safety & Sanitation State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI) Food Worker Cards -3 years Certified Food Protection Manager (CFPM) – 5 years

47 Page 47 Core Review Elements Health Safety & Sanitation Documentation Copies of FW cards Copies of FW test completion Certified Food Protection Manager certificate Documentation of correspondence or enrollment for next CFPM training Food safety training (either by FW test or by your training agenda/sign in)

48 Page 48 Core Review Elements Sanitation Food Storage Refrigerator/Freezer (age of food/ temps/cleanliness) FIFO Food Handling Practices Preparing Serving Dishwashing/garbage Safe Food Handling Time/Temperature Proper use of Gloves

49 Page 49 Core Review Elements Program Administration Paperwork is organized and accessible Records & accounts available Confidentiality of participant information Correspondence/guidance with EED Permanent Agreement with EED Management Plan on file & updated Now this is required yearly

50 Page 50 Follow-up Reviews May be unannounced Target corrective action issued, but may be more comprehensive Checking for Permanent Corrective Action Needs to be permanent – or move through Serious Deficiency Process

51 Page 51 Corrective Action If findings on Administrative Review May be found Seriously Deficient (letter will be sent to you) Corrective Action given 2 weeks to submit documentation If you need another week, contact CNP ahead Can be found SD if late on corrective action submission

52 Page 52 Serious Deficiency in CACFP 226.6(c)(2) and 226.6(c)(3) Submission of false information Permitting an individual on NDL list to serve in a principal capacity Failure to operate Program in conformance with the performance standards 226.6(b)(1)xviii) & (b)(2)(vii)

53 Page 53 Serious Deficiency cont. Failure to comply with bid procedures & contract requirements Failure to maintain adequate records Failure to adjust meal orders Claiming reimb. for meals not served Claiming meals that do not meet requirements

54 Page 54 Serious Deficiency cont. Use of a food service vendor that is in violation w/ health codes Failure to properly train or monitor facilities Failure to perform any of the other financial & admin. Responsibilities ie. Late submission of update/renewal Any other action affecting the institutions ability to administer the Program

55 Page 55 Potential Termination from CACFP If Corrective Action is not Permanent Institution may be found out of compliance Serious Deficient (if not found SD in the past) Notice of Termination (if already SD on this issue) with Appeal Rights

56 Page 56 CACFP Fiscal year (FY) 2012 August/September 2012 October 1, 2012 November 15, 2012 October 2012 – September 2013

57 Page 57 Certification Process Provides a snap-shot of your center population once a year FY day Study Period October 1 through October 30, )Give Confidential Income Statements (CIS) to participants 2)Participant returns CIS 3)You categorize CIS

58 Page 58 Certification Process Submit no later than November 15 th Submit to Child Nutrition Program office: 1.Rate % Certification 2.30-day Study Roster 3.CCC Attendance roster or Child Care Grant roster for October

59 Page 59 Certification Process Four Steps: 1) Distribute sample Letter to Adults with the Confidential Income Statement (CIS) Distribution may begin October 1st Eligibility must be based on information reported on the Confidential Income Statement Take off sample letter & replace with your letterhead

60 Page 60 Certification Process 2) Document Attendance and Eligibility Status on 30-day study Attendance Roster All adults who attend the center during the study period must be counted & recorded on the attendance roster Even part time and/or drop-in adults are counted on your 30-day attendance roster as an individual adult

61 Page 61 Certification Process 3) Categorizing & Approving the Confidential Income Statements (CIS): Must be signed & dated by the adult during the study period (October th ) Determination by the center should be done within the study period (October th ) An adult will be counted as over income if the form is not complete or missing Last 4 digits of SSN is necessary unless categorically eligible (SNAP, SSI, or Medicaid)

62 Page 62 Certification Process 4) Documentation for the Certification Statement. A yearly file folder containing the following back-up should be kept at the center: Copy of Rate % Certification Statement Original Certification Attendance Roster of all enrolled adults who attend during 10/1-10/30 Categorized CIS for each adult Copy of attendance records for the study period

63 Page 63 Certification Process Confidential Income Statement (CIS) PFDs Must use the PFD the family adult received last fall (Sept/Oct 2011) through December 2012 ($ ) Starting in January you must use this years PFD (unknown amount at this point) Sequence of income All income will have to be annualized (multiplied by factor to equal yearly income) if they receive a PFD

64 Page 64 Certification Process o Centers are required to collect & submit this information only once a year. 30 day study October 1 –October 30 Need certification to process October claim

65 Page 65 Certification Process Common errors Leaving out drop-in adults Including adults who are enrolled but did not attend during the 30-day period. Including only adults who have a CIS on file instead of all who attended during the 30-day period.

66 Page 66 Reimbursement Rates Alaska Reimbursement Rates July 1, 2012 through June 30, 2013

67 Page 67 Certification Process Certified CountCategoryPercentage 35Free54% 20Reduced Price31% 10Above Scale15% 65Total100.00% 30 children in attendance during 30-day study period

68 Page 68 Certification Process Rate % Category% times Meals Meals by Category Federal Rate Reimbursement by Rate 54% Free.54 x 500 lunches % Reduced Price.31 x 500 lunches % Paid.15 x 500 lunches.44 Total Based on 500 Lunches

69 Page 69 Certification Process Rate % Category% times Meals Meals by Category Federal Rate Reimburseme nt by Rate 54% Free.54 x 500 lunches % Reduced Price.31 x 500 lunches % Paid.15 x 500 lunches Total Based on 500 Lunches

70 Page 70 Certification Process Rate % Category% times Meals Meals by Category Federa l Rate Reimbursement by Rate 54% Free.54 x 500 lunches 270 x 4.63= $1, % Reduced Price.31 x 500 lunches 155 x 4.23= $ % Paid.15 x 500 lunches 75 x.44= $33.00 Total$1, Based on 500 Lunches

71 Page 71 Certification Process Too much math??? The Child Nutrition Program (CNP) database does the math for you OR Use the Rate Percentages Worksheet found on the CNP website:

72 Page 72 Certification Process Discussion

73 Page 73 CACFP Resources

74 Page 74 National Food Service Management Institute


76 Page 76 Health Safety & Sanitation Resources DEC or Muni DEC CFPM Training Available: Muni Information Available:

77 Page 77 For More Information Jan Mays CACFP Specialist (907) Or Ann-Marie Martin CACFP Specialist (907)

78 Administrative Update Alaska Child and Adult Care Food Program

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