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Administrative Update for Early Head Start and Head Start Programs Alaska Child and Adult Care Food Program August 6 & 7, 2013 Required for FY 2014.

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Presentation on theme: "Administrative Update for Early Head Start and Head Start Programs Alaska Child and Adult Care Food Program August 6 & 7, 2013 Required for FY 2014."— Presentation transcript:

1 Administrative Update for Early Head Start and Head Start Programs Alaska Child and Adult Care Food Program August 6 & 7, 2013 Required for FY 2014

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 Numerous Family Day Care Home changes Expansion of the At-Risk Afterschool Care Meals in CACFP Categorical eligibility of foster children Privacy in regards to SS numbers Varied timing of unannounced reviews Water availability Nutrition requirements of fluid milk

4 Page 4 Healthy Hunger-Free Kids Act of P.L Implementation FUTURE: New Meal Patterns!!! Updated Meal Patterns in ?????? Dietary guidelines and WIC 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 Age bracket changes (infants and up)

5 Page 5 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

6 Page 6 7 CFR 226.2, , , , a, Definitions Institutional provisions Sponsoring Organization provisions Child care center provisions At-Risk afterschool care center prov. Outside school hours care center prov.

7 Page 7 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

8 Page 8 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

9 Page 9 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

10 Page 10 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

11 Page 11 Basic Requirements, cont. Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions, & guidance Ensure WIC material available Make payments to sub-recipients within 5 working days of receipt from EED

12 Page 12 USDA – Child and Adult Care Food Program FNS Instructions Posted on CNP website Provide guidance Ie. FNS Instruction – Financial Management html

13 Page 13 USDA – Child and Adult Care Food Program Policy Memos Distributed through Alaska Bulletins and USDA website Guidance on specific topics CACFP Q&A Head Start

14 Page 14 Update & Renewal for FY2014 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 (if you also have a child care)

15 Page 15 Child Nutrition Program (CNP) Database FY2014– Renewals/Updates Handout on CNP yearly update Uploading claims to CNP

16 Page 16 Child Nutrition Program (CNP) Database Type in URL address –

17 Page 17 Child Nutrition Program (CNP) Database

18 Page 18 All Programs Update Yearly Submit to the state agency by October 1 st Management Plan (if updated) Attachment A & B (Budget sheets) Attachment C Attachment D Cycle Menus Vended Meal Agreement

19 Page 19 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

20 Page 20 All Programs Update Yearly Submit to the state agency by November 10th Non-Profit Food Service (NPFS) Financial Report Rate % Certification Statement & back-up (if you also have a child care center)

21 Page 21 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

22 Page 22 Non-profit Food Service Financial Report continued Print out all back-up and keep in your files Report from your accounting system What system do you use? What report dates are you using?

23 Page 23 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

24 Page 24 Non-profit Food Service Financial Report (due no later than Nov 10th)

25 Page 25 Additional Documents for Renewal (every 3 years) Submit to the state agency by October 1 st : Recipes & recipe analysis Organizational Chart And if the following have changed: Outside Employment Policy Mission Statement Non-discrimination Statement

26 Page 26 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)

27 Page 27 Average Daily Attendance (ADA) Add all children 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)

28 Page 28 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

29 Page 29 Annual Civil Rights Training

30 Page 30 CNP Administrative Reviews At least every 3 years More often if : follow-up is needed CNP needs to meet 33.3% requirement Review does not necessarily match your Renewal Year

31 Page 31 Core Review Elements Enrollment & Eligibility Enrollment forms License posted if licensed center & within capacity Attendance Records WIC information posted

32 Page 32 Core Review Elements Meal Counts Point of Service meal counts Count by childs 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

33 Page 33 Core Review Elements Meal Counts Attendance should not be used for meal counts Meal count at point of service on separate sheet Meals not reimbursed if meal count is not current Avoid counting at end of meal – when children have left the table its too late!

34 Page 34 Core Review Elements Meal Counts Procedure to ensure non-reimbursable meals not claimed Program adult meals counted (not claimed) Non-program meals counted (not claimed)

35 Page 35 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 Health & Safety

36 Page 36 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

37 Page 37 Core Review Elements Infant Feeding Infant = 0 through the 11 th month Have to offer to all program participants – cannot exclude infants Procedure for double-check that meals are creditable before claiming Separate Infant menu/meal counts Formula/Feeding selection forms on file

38 Page 38 More notes on Infant Meals Imperative to train staff well Use new infant menu/meal count sheets Double-check and only claim if meals are creditable for age Well talk more about infants later

39 Page 39 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 – who checks this?? Back-up system

40 Page 40 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

41 Page 41 Core Review Elements CACFP Staff Training Annual CACFP training must be conducted 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)

42 Page 42 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)

43 Page 43 Training issues What are your training issues? What has worked well for training staff?

44 Page 44 Core Review Elements CACFP Staff Training All CNP CACFP training presentations will be available on CNP website CACFP Training Agenda Template available on CNP website

45 Page 45 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

46 Page 46 Core Review Elements Site Review (site-monitoring) Form available on web Monitor one meal type Visit each classroom Summary at the end must be completed 2 signatures Complete 5-day reconciliation Check attendance & enrollment with meal counts Each classroom (use addendum if needed)

47 Page 47 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 children enrolled?) Meal Count Sheets

48 Page 48 Core Review Elements Unaffiliated Sites Acknowledgement on file Sponsor/site agreement on file Administrative costs of sponsor are documented accurately Disbursement of funds within 5 days Procedures in place for oversite

49 Page 49 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 Write down your complaint procedure

50 Page 50 Core Review Elements Civil Rights Requirements Non-discrimination statement Long Version Website Newsletters Menus (short version okay) Parent Policies This is what some programs forget

51 Page 51 Non-discrimination 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. (Not all prohibited bases apply to all programs). To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room Whitten Building, 1400 Independence Avenue, SW, Washington, DC or call (202) (voice and TDD).

52 Page 52 Non-discrimination Statement short version This institution is an equal opportunity provider and employer

53 Page 53 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

54 Page 54 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

55 Page 55 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

56 Page 56 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

57 Page 57 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

58 Page 58 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

59 Page 59 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)

60 Page 60 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

61 Page 61 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

62 Page 62 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

63 Page 63 CACFP Fiscal year (FY) 2014 August/September 2013 October 1, 2013 November 10, 2013 October 2013 – September 2014

64 Page 64 CACFP Resources

65 Page 65 National Food Service Management Institute

66 Page 66 verview.aspx?ID=87

67 Page 67 Let CNS know if you would like a copy

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73 Page 73 Health Safety & Sanitation Resources DEC or Muni DEC CFPM Training Available: Muni Information Available:

74 Page 74

75 Page 75 For More Information Ann-Marie Martin CACFP Specialist (907)

76 Early Head Start & Head Start Administrative Update FY14 Alaska Child and Adult Care Food Program

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