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Part 2 - Administrative Requirements for New Child Care Centers Alaska Child and Adult Care Food Program (CACFP) Fiscal Year 2010 FY09 10/1/09 – 9/30/10.

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Presentation on theme: "Part 2 - Administrative Requirements for New Child Care Centers Alaska Child and Adult Care Food Program (CACFP) Fiscal Year 2010 FY09 10/1/09 – 9/30/10."— Presentation transcript:

1 Part 2 - Administrative Requirements for New Child Care Centers Alaska Child and Adult Care Food Program (CACFP) Fiscal Year 2010 FY09 10/1/09 – 9/30/10

2 Page 2 Initial Application (forms) Application and Management Plan Center Site Information Sheet Permanent Agreement Annual CNP Web User Authorization Request & Signatory Authority Rate % Certification & 30-day Study Roster Free and Reduced Price Policy Statement

3 Page 3 Initial Application (forms) Attachment A - D (budget, staffing, training, and monitoring plan) For-Profit Certification & roster or Non- profit documentation At-Risk Snack Addendum Pre-Award Civil Rights Review CACFP Food Service Agreement New Vendor form

4 Page 4 Initial Application (Other Needed Items) Organizational Chart Mission Statement Site Review Form Non-discrimination Policy Public Media Release Proof of Non-Profit Status Copy of Cycle Menus Copy of Community Care License DEC or Municipality of Anchorage Health & Safety Documentation (Inspections, CFPM certification, food worker cards) Financial Documentation for your business

5 Page 5 Initial Application Application & Management Plan How your center is operating the CACFP Have available for future use over the next 3 years in a binder in administrative office Center Site Information Sheet Particular information for each site Meal Times, Licensing, enrollment, etc.

6 Page 6 Initial Application Permanent Agreement Agreement with the State of Alaska Signed by authorized representative of your organization Signed by authorized representative of Alaska Department of Education & Early Development

7 Page 7 Initial Application Annual CNP Web User Authorization Request & Signatory Authority

8 Page 8 Initial Application Give Program Access: View Only/Claim Entry/Data Entry Terminate Program Access Authorized Signature

9 Page 9 Initial Application Rate Percentages Principal: Eliminate overt identification Reimbursements are based on a snapshot of centers enrollment for 30-days 7 CFR 226.9(b)(2)

10 Page 10 Initial Application Rate Percentages -Three Steps: 1) Collecting the Family Size-Income Data: Distribute sample Letter to Parents with the Confidential Income Statement (CIS) Distribution may begin any time after you receive the new CIS from the Child Nutrition Services (for new programs) Eligibility must be based on information reported on the Confidential Income Statement

11 Page 11 Initial Application Rate Percentages 30-day study period & Attendance Roster: First: 30-day study period prior to start-up Yearly: 30-day study period each October All children who attend the center during the study period must be counted & recorded on the attendance roster If using the Child Care Grant roster remember: part time children are counted as 1 child

12 Page 12 Initial Application Rate Percentages 2) Categorizing & Approving the Confidential Income Statements: Must be signed & dated by the parent before the end of study period Complete Forms – dont leave blanks Determination by the center should be done within the study period A child will be counted as over income if the form is not signed & dated by parent SSN necessary except for categorical eligible children (i.e. SNAP/Food Stamps, TANF, Head Start)

13 Page 13 Initial Application Rate Percentages - Categorizing & Approving the Confidential Income Statements continued Sequence of income If all sequences equal then you use that category to determine eligibility (i.e. all weekly income = weekly income category) If they have a PFD then all income converted to annual Must use the appropriate PFD (read form carefully)

14 Page 14 Initial Application Rate Percentages 3) Documentation for the Certification Statement A yearly file folder containing the following back-up should be kept at the center: Rate % Certification Statement Certification Attendance Roster of all enrolled children Approved CIS for each child Center Attendance records for the study period

15 Page 15 Initial Application Common errors in Rate Percentages Certification Process: Leaving out drop-in children or children in special groups such as an after school program. Including children who are enrolled but did not attend during the 30-day period. Including only children who have a CIS on file instead of all who attended

16 Page 16 Rate Percentages Process Certified CountCategoryPercentage 18Free60.00% 9Reduced Price30.00% 3Above Scale10.00% 30Total100.00% 30 children in attendance during 30-day study period

17 Page 17 Rate Percentage Process Rate % Category% times Meals Meals by Category Federal Rate Reimbursement by Rate 60% Free.60 x 250 lunches 4.18 30% Reduced Price.30 x 250 lunches 3.78 10% Paid.10 x 250 lunches.40 Total Based on 250 Lunches

18 Page 18 Rate Percentage Process Rate % Category% times Meals Meals by Category Federal Rate Reimbursement by Rate 60 % Free.60 x 250 lunches 1504.18 30 % Reduced Price.30 x 250 lunches 753.78 10 % Paid.10 x 250 lunches 25.40 Total Based on 250 Lunches

19 Page 19 Rate Percentage Process Rate % Category% times Meals Meals by Category Federal Rate Reimbursement by Rate 60% Free.60 x 250 lunches 150 X 4.18= $627.00 30% Reduced Price.30 x 250 lunches 75 X 3.78= $283.50 10% Paid.10 x 250 lunches 25 X.40= $10.00 Total$920.50 Based on 250 Lunches

20 Page 20 Initial Application Too much math??? The Child Nutrition Program (CNP) database does the math for you OR Use the Rate Percentages Worksheet found on the CNS website:

21 Page 21 Initial Application Free & Reduced Policy Statement Assures CNS that you wont discriminate & will not charge a fee for meals Outside Employment Policy Assures CNS that outside employment will not constitute a real or apparent conflict of interest with the CACFP

22 Page 22 Initial Application Attachment A (Budget) List all projected expenses that you expect Operating – kitchen Administrative – office related List what you project to receive from CACFP CNS will help you figure this out List what other revenue you have to balance your budget Attachment B (Staffing Plan) Backs up Attachment A with labor costs

23 Page 23 Attachment A

24 Page 24 Attachment C & D Attachment C – Training Plan List all CACFP training and dates of planned training Attachment D – Monitoring Schedule List when you plan on doing your required monitoring visits

25 Page 25 Initial Application For-Profit Statement of Eligibility 25% of enrolled or licensed capacity, whichever is less 25% of the children are eligible for free or reduced-price meals ~or~ 25% of the children receive benefits from Child Care Assistance-Pass I, II, or III and Jobs program Documentation must be maintained at center to verify the 25% criteria When below 25% = no reimbursement

26 Page 26 Initial Application SAMPLE CACFP SPONSOR Center sponsor checks boxes and submits total enrollment and either Pass I,II,III or Free/Reduced Eligible For-Profit Eligibility - Database Claim

27 Page 27 Initial Application At-Risk Snack Addendum Only used if area eligible Pre-Award Civil Rights Review What is the racial/ethnic make-up of your staff, children attending, and area CACFP Food Service Agreement Only used if purchasing meals New Vendor form Only used if you are not receiving funds from state of Alaska already

28 Page 28 Initial Application Other items needed: Organizational Chart Mission Statement Site Review Form Non-discrimination policy Proof of non-profit status Cycle Menus

29 Page 29 Initial Application Media Release To announce participation in the CACFP and to affirm that all children are treated equally. Centers must submit to local media Centers are not required to pay a fee ( This is asked in the database each year)

30 Page 30 Initial Application Licensing Requirements Submit child care license with application When renewing child care license, Update the CNP Web database with changes 15 day grace period May be found Seriously Deficient if current license not on file at center Head Start programs in Anchorage must be licensed

31 Page 31 Initial Application Dept. of Conservation (DEC) or Municipality of Anchorage Health & Safety documentation Inspection Report Certified Food Protection Manager Cert Food Worker Cards for all applicable employees Business Financial Documents for prior year and present year Statement of New Assets Balance Sheet Income Statement Profit/Loss – Budget vs. Actual Financial Statement Audit if applicable

32 Page 32 Initial Application USDA Commodities or Cash-in-lieu of Commodities USDA Commodities Bulk products based on average daily attendance Centers may select commodities and place order February each year Most delivered in fall / Need space for storage Contact CNS for more information:

33 Page 33 Initial Application Cash-in-lieu of Commodities If center opts out of commodities, may receive $0.1950 for every reimbursable lunch and supper Most centers choose this option Convey option on CNP web database

34 Page 34 Communication to Programs Posted CNS Bulletins Includes USDA Policy Memos, State Policy Memos, Training information, CACFP resources, yearly program renewal information, grant opportunities, etc. New Bulletins posted on Welcome Page of CNP Web database Your responsibility to print/read

35 Page 35 Child Nutrition Program (CNP) Database CNP Web User Request & Authorized Signer form Received your User ID & Password Changed your password You are responsible for keeping CNS updated Take off staff who no longer work with CACFP Add new staff

36 Page 36 Child Nutrition Program (CNP) Database Type in URL address –

37 Page 37 Child Nutrition Program (CNP) Database

38 Page 38 Child Nutrition Program (CNP) Database

39 Page 39 Child Nutrition Program (CNP) Database

40 Page 40 Child Nutrition Program (CNP) Database Select the program year

41 Page 41 Child Nutrition Program (CNP) Database You will see 5 tabs - you can move between these tabs CNS will do the data entry for new programs - all future program data entry & updates will be submitted by you (CACFP program administrators)

42 Page 42 Civil Rights Compliance

43 Page 43 Goals of Civil Rights Equal treatment for all applicants and beneficiaries under the law Knowledge of rights and responsibilities Elimination of illegal barriers that prevent or deter people from receiving benefits Dignity and respect for all

44 Page 44 What Is Discrimination? Discrimination is defined as different treatment which makes a distinction of one person or a group of persons from others; either intentionally, by neglect, or by the actions or lack of actions based on….

45 Page 45 Protected Classes for USDA food programs Race Color Sex Age National Origin Disability

46 Page 46 Heart of Civil Rights Act No person in the United States shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal Financial Assistance.

47 Page 47 Federal Financial Assistance Anything of value received from the Federal government and can include cash, commodities, training, computers, and more Accepting Federal financial assistance requires compliance with civil rights rules in all aspects of operations – not just in the program being funded

48 Page 48 8 Areas of Compliance Training Public Notification System Data Collection Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

49 Page 49 8 Areas of Compliance Civil Rights Training Frontline staff who interact with applicants and participants and supervisors of frontline staff must be trained annually! This would include day care operators and their staff members.

50 Page 50 Civil Rights Training Specific subject matter required, but not limited to: Collection and use of data; Effective public notification systems, Complaint procedures, Compliance review techniques, Resolution of noncompliance, Requirements for reasonable accommodation of persons with disabilities, Requirements for language assistance, Conflict resolution, and Customer service

51 Page 51 8 Areas of Compliance Public Notification System All sponsors and their sites must display in a prominent place the And Justice For All, nondiscrimination poster. (Place in each feeding area) All sponsors must have the capability of providing informational materials in the appropriate translation The nondiscrimination statement should be included, in full, on all materials regarding the CACFP that are produced for public notification (includes newsletters/menus/websites)

52 Page 52 Public Notification System The purpose of this system is to inform applicants, participants, and potentially eligible persons of: program availability, program rights and responsibilities, the policy of nondiscrimination and the procedure for filing a complaint.

53 Page 53 Nondiscrimination Statement In accordance with Federal law and U. S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

54 Page 54 Too Big? This institution is an equal opportunity provider

55 Page 55 Nondiscrimination Statement WEB SITES Include the long statement or a link to it on web sites that discuss FNS funded programs. Home page at a minimum! Include the long or short statement on materials intended to be printed off the web site.

56 Page 56 8 Areas of Compliance Data Collection Collected to help determine if there are disparities between potentially eligible and participating populations Allow for targeting of outreach efforts Aggregated for analysis Kept confidential

57 Page 57 Data Collection People self declare If person refuses to code, advise you will code for them: rationale is discrimination based on perception and others would perceive same as you. These are government wide requirements imposed by the Office of Management & Budget (OMB)

58 Page 58 Data Collection Potential Program Participation the estimated number of potential eligible children by racial/ethnic category (report at start-up and keep in yearly file) Actual Program Participation the number of children participating (report yearly at renewal/update)

59 Page 59 Data Collection Sources for potential participation: See Census Quick Facts for info by county for each State Public school enrollment data. Current participation – yearly basis: Program enrollment data Visual identification

60 Page 60 8 Areas of Compliance Compliance Reviews There are three types of Compliance Reviews… Pre-award Post-award or Routine & Special Compliance Reviews Check for non-discrimination and insure civil rights requirements being followed Conducted by State or Federal staff or both

61 Page 61 Compliance Reviews Reasonable Accommodations Food Accommodations Tailored to meet individual situations Access to Program for people with disabilities Parking lot, entrances & exits, halls, rest rooms, service animals Alternative arrangements for service

62 Page 62 8 Areas of Compliance Civil Rights Complaints Right to file a complaint: Any Person alleging discrimination based on race, color, national origin, sex, age, or disability has a right to file a complaint within 180 days of the alleged discriminatory action. Acceptance: All civil rights complaints, written or verbal, shall be accepted and forwarded to the Civil Rights Division of the USDA Food and Nutrition Service.

63 Page 63 Civil Rights Complaints Resolution of Noncompliance Corrective Actions Cease inappropriate actions Institute appropriate procedures Failure/Refusal can result in loss of federal assistance from ALL federal sources

64 Page 64 8 Areas of Compliance Assurances Assurances = Promises Included on the Permanent Agreement No discrimination based on race, color, national origin, age, sex, or disability Program will operate in compliance with all nondiscrimination laws, regulations, instructions, policies, and guidelines Compile data, maintain records, submit reports Allow reviews and access

65 Page 65 8 Areas of Compliance Limited English Proficiency (LEP) Definition: Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English.

66 Page 66 Limited English Proficiency (LEP) Recipients of Federal financial assistance have a responsibility to take reasonable steps to ensure meaningful access to their programs and activities by persons with limited English proficiency.

67 Page 67 Factors to consider in determining what is reasonable: Number of LEP individuals participating in the Program. Frequency of contact with the Program. Nature and importance of the Program. Resources available. For more information on LEP go to: Limited English Proficiency (LEP)

68 Page 68 8 Areas of Compliance Religious Organizations Discrimination is prohibited against an organization on the basis of religion, religious belief or character in the distribution of funds Faith Based Organizations (FBOs) can use space in their facilities without removing religious art or symbols

69 Page 69 Religious Organizations Beneficiaries also protected! No organization that receives direct assistance from the USDA can discriminate against a beneficiary or prospective beneficiary on the basis of religion or religious belief FBOs retain their independence and carry out their mission, as long as USDA funds or activities do not support worship, religious instruction or proselytization

70 Page 70 Religious Organizations This is accomplished by: Prohibiting discrimination on the basis of religion, religious belief, or religious character in the administration of Federal funds Allowing a religious organization that participates in USDA programs to retain its independence and continue to carryout its mission, provided that direct USDA funds do not support any inherently religious activities such as worship or religious instruction.

71 Page 71 Religious Organizations This is accomplished by: (continued) Clarifying that faith-based organizations can use space in their facilities to provide USDA- funded service without removing religious art, icons, scriptures, or other religious symbols; and Ensuring that no organization that receives direct financial assistance from USDA can discriminate against a program beneficiary on the basis of religion or religious belief.

72 Page 72 Helpful Civil Rights References USDA Regulations 7CFR 226.6 FNS Instruction 113-1, including Appendix B Found on the CNS website

73 Page 73 CACFP Administrative Review Processes Core Review Areas Self-Monitoring Civil Rights Recordkeeping Meal Counts Cycle Menu/Production Records Administrative Costs Licensing Approval/Sanitation Training

74 Page 74 Core Review Area Site Review (self-monitoring) Form available on web WIC Requirement Enrollment form requirement 3 x year/centers; 6 x year/at-risk, outside school hours care Unannounced – witness meal Include comments, corrective action, training

75 Page 75 Core Review Area Civil Rights Requirements Justice for All poster(s) displayed Area racial/ethnic percentage on file Racial/ethnic count noted by reviewer No discrimination taking place Complaint procedures understood

76 Page 76 Core Review Area Recordkeeping Program paperwork is organized and accessible Records being kept for sufficient time period Confidentiality of participant information Permanent Agreement with State of Alaska on file at center Management Plan on file at center USDA Memos & State Bulletins on file

77 Page 77 Core Review Area Recordkeeping All records must be maintained Current + 3 years Fiscal Year File & Monthly Files Fiscal Year File Rate Percentage Certification Statement Enrollment and Eligibility Records Training Records Civil Rights Compliance Site Reviews (self-monitoring) CNP Web User Authorization Request Correspondence with CNS

78 Page 78 Core Review Area Recordkeeping Monthly Files Cycle Menu Records & Working Menu Records Meal Count Records Production Records (if using) Daily Attendance Records Documentation of non-profit food service

79 Page 79 Core Review Area Recordkeeping Per USDA Memo CACFP 01-2007 records must be kept longer if needed. Records must be kept for the required time period even if program closes.

80 Page 80 Core Review Area Recordkeeping Claim for Reimbursement Due in to the state agency within 60 days of the claim month (within 10 days preferred) Additional 30 days for upward amendment On-line claim must be submitted by authorized representative Requires Average Daily Attendance (ADA) different then Public Assistance ADA All attendance / number of days meals served

81 Page 81 Core Review Area Meal Counts Point of Service meal counts being taken Consistent counting methods Consistent compilation of counts Double-check system in place

82 Page 82 Core Review Area Meal Counts Attendance should not be used for meal counts Meal count at point of service on separate sheet If meal count is not current at review, meals will be disqualified for claim

83 Page 83 Core Review Area Cycle Menus/Production Records Cycle Menus are complete Recipes included with analysis for serving sizes Variety of cycle menus for the year Production records are complete Enough food is being served Infant production records (required even if using the Cycle Menu option)

84 Page 84 Core Review Area Administrative Costs/Non-Profit F.S. Costs are accountable Costs match or exceed reimbursement Food Costs = or > than ½ the costs Reimbursement is used for CACFP Food costs Operating costs Put back into the CACFP Not used for other center programming

85 Page 85 If using costs other than food Labor – must have timesheets reflect CACFP hours Utilities – must have a cost allocation plan to reflect percentage of costs for CACFP compared to child care program If planning on using cost allocation plan submit to CNS for prior approval Core Review Area Administrative Costs/Non-Profit F.S.

86 Page 86 Core Review Area Licensing/Approval & Sanitation License or Approval Posted Not over capacity Food Worker Cards on file for all staff (with the exception of Municipality of Anchorage) Food Protection Manager Certificate on file for appropriate staff Observation of health & safety

87 Page 87 Core Review Area Licensing/Approval & Sanitation State of Alaska Dept. of Environmental Conservation (DEC) ining.html ining.html nity.cfm Food Worker Cards Certified Food Protection Manager (CFPM)

88 Page 88 Core Review Area Licensing/Approval & Sanitation DEC Requirements One Certified Food Protection Manager (CFPM) will be required to be on staff One CFPM can represent all locations for multi-site programs if……

89 Page 89 Core Review Area Licensing/Approval & Sanitation DEC Requirements (Multi-Location) CFPM has a record on site at each location showing certification CFPM is involved in day to day activities, governs the activities and is responsible for activities CFPM has Food Safety Program in place for all food workers and enforces procedures

90 Page 90 Core Review Area Licensing/Approval & Sanitation DEC Requirements (Multi-Location) The on-site person in charge can demonstrate his knowledge and produce all records during an inspection in the CFPMs absence. All Food Workers must hold a Food Handler Card on file at each location Include teachers who monitor meals

91 Page 91 Core Review Area Licensing/Approval & Sanitation Municipality of Anchorage (Muni) Requirements Food Worker Cards not required Certified Limited Food Protection Manager 4 hour training Certified Full Service Food Protection Manager 8 hour training One CFPM at each site

92 Page 92 Core Review Area Training CACFP Training by Child Nutrition Services (CNS) Annual attendance is required If new administrator they must attend the next CNS training Offered through distance delivery May be found Seriously Deficient for non- attendance USDA Policy Memo 04-03 & CACFP State Policy Memo #16

93 Page 93 Core Review Area Training CACFP Training by center staff Annual CACFP training must be conducted on-site Annual Training File must include: Name or topic of training with: Attendee names Agenda Date of training Location of training

94 Page 94 Core Review Area Training CACFP Training Agenda template available on CNS website May use with your staff trainings All CNS CACFP training presentations available on-line for center use at:

95 Page 95 Review Findings If non-compliances are found: Corrective Action given with deadline Deadline date needs to be met Permanently correct issue If corrective action deadline not met, finding not permanently corrected, or serious issues found: Program will be deemed seriously deficient

96 Page 96 Review Findings If program found to be seriously deficient: Corrective Action given with deadline Deadline date needs to be met Permanently correct issue State agency may do follow-up review The 2 nd time program is found seriously deficient for specific finding: Propose to terminate program from CACFP No more opportunities for corrective action Program may appeal

97 Page 97 Update & Renewal Centers renew every 3 years Update annually Updates & Renewals due 10/1 Rate % Certification Packet due 11/15 Nonprofit Food Service Fin. Report due 11/15 Annual CNP Web User Authorization Request & Signatory Authority

98 Page 98 Renewal (every 3 years) Renew on the CNP Web by October 1 st : Sponsor Information Sheet Site Sheet (s) CNP Web User Authorization Request Submit to the state agency by October 1 st : Management Plan with attachments Attachment A -D (Budget, Training, Monitoring) Outside Employment Policy Tax Exempt Documentation or For-Profit Statement of Eligibility Area Racial/Ethnic data Submit to the state agency by November 15th: Rate Percentage Certification & Roster Non-profit Food Service Financial Report

99 Page 99 Update (2 yrs between renewal) Update on the CNP Web by October 1 st : Sponsor Information Sheet Site Sheet (s) CNP Web User Authorization Request Submit to the state agency by October 1 st : Attachment A & B (Budget sheets) Attachment C & D (if multi-site program) Submit to the state agency by November 15th: Rate Percentage Certification & Roster Non-profit Food Service Financial Report

100 Page 100 Non-profit Food Service Financial Report Documents expenditure of USDA reimbursement for FY2009 Non-profit food service Submit to CNS by November 15th If you miss the November deadline: You will be out of compliance May result in loss of future program participation due to serious deficiency for late renewal paperwork

101 Page 101 Non-profit Food Service Financial Report At least 50% of your yearly reimbursement must be spent on food All of the reimbursement must be expended on the food program (or carried over to the next year) All expenses must be documented and easily retrievable

102 Page 102 What if you miss the deadline? CNS will approve within 30 days after receipt of a completed Update or Renewal packet from Center – may hold up your reimbursement Your agency will be found out of compliance and perhaps seriously deficient. The October claim will not be paid until the Renewal/Update is approved (Remember the 60 day claim deadline)

103 Page 103 CACFP Program Year CACFP Oct 1, 2009 through Sept 30, 2010 Oct 1 st Update/Renewal due to CNS (with exception of Rate % Cert & NPFS Fin Rep) November through September Administrative Reviews By CNS September Required Annual Training for 09/10 year Nov 15 th NPFS Fin Report & Rate % Certification due to CNS

104 Page 104 CACFP Resources

105 Page 105 National Food Service Management Institute

106 Page 106

107 Page 107 Let CNS know if you would like a copy

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112 Page 112 Let CNS know if you would like a copy

113 Page 113 Women, Infants, Children (WIC ) WIC materials must be available on-site WIC Program PO Box 110612 Juneau, AK 99811-0612 (907)465-3100 or

114 Page 114

115 Page 115 For More Information Ann-Marie Martin CACFP Specialist (907)465-8711 Education Assistant (907) 465-4969

116 Part 2 - Administrative Requirements for New Child Care Centers Alaska Child and Adult Care Food Program

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