Maine CACFP Website Program Information - by type Resources Forms http://www.maine.gov/dhhs/ocfs/ec/occhs/foodpgm.htm Program Information - by type Resources Forms Additional Links Memos USDA & State Trainings Video format

Training Requirements Annual Agenda Sign-in Sheet Cover Federally required topics: Meal Patterns POS Meal Counts Record Keeping Reimbursement Systems Claim Submissions Review Procedures Civil Rights

Training Videos Developing over time Covering basics MUST still complete in-house trainings Can use as: Refresher Training Guidance For new staff Base to develop own institution training Can use Civil Rights Training as is Remember to document!

Civil Rights Required Annually All CACFP Staff New Power Point

Training Topics: Meal Patterns Review Procedures POS Meal Counts Record Keeping Reimbursement Systems Claim Submissions

Meal Pattern Activity Child Care Adult Care

Meal Patterns: What should you cover? For: Everyone USDA Meal Patterns for each age group you serve. Components Reimbursable vs. Non-reimbursable Resources for determining correct portion sizes: Crediting Guide Food Buying Guide

Review Procedures State Agency reviews ever 2-3 years 33.3% of institutions yearly Sponsoring Agencies: Monitors review centers and DCHs Understand your contract Edit Checks: Systems for program success!

Review Procedures: What should you cover? For: Any staff responsible for ensuring procedures are followed. Edit Checks: Understanding the agreement Ensuring meal counts Checking for adequate meal components and serving sizes Procedures for New employees or providers Overall systems for success of program

POS Meal Counts Done at the Point of Service Exception: DCHs By the end of each meal Exception: DCHs Monitors with Minute Menu can check prior to visiting a home

POS Meal Counts: What should you cover? For: Any staff documenting meal counts & preparing claims Who is responsible? When should meal counts be documented: Centers vs. Homes Meal Count Tallies Daily/Weekly/Monthly Importance of accuracy for claims

Record Keeping Collect & Maintain All Program Records 3 years plus the current year Lack of record keeping: Denial of reimbursement for meals served during reviewed time period May require repayment Denial of reimbursement for additional coasts (administrative)

Required Records: Copy of Agreement If applicable: Annual Enrollments & IEFs with proof of eligibility DCHs: Annual enrollments and documentation of tier determinations Copies of all claims Receipts received from SA DCH Sponsors: Disbursement Review notifications and PCA Training documentation Documentation of nonprofit food service to ensure reimbursement funds are used Sponsors: documentation of monitor training and attendance

Daily Record Keeping # of participants in Attendance Meal Counts by meal type # of meals served to CACFP staff adults (Centers) Copies of invoices, receipts and any other financial documentation Copies of menus and production records

Record Keeping: What should you cover? For: Any staff member in charge of previously stated documents. Who is responsible? Where documentation is kept. When documentation should be turned in. Importance of record maintenance

Reimbursement Systems & Claim Submissions

Claims Submission Individualized claim forms are required for each different type of institution. Use new forms with email address line. Claims due by the 15th of the next month Note: we do not need double copies or colored copies Upward claim revisions cannot be processed after 60 days without a 1 in 3 year exception granted by your AA There is no time limit to downward revisions ESTIMATES If a claim has incorrect information the claim will be returned or a call will be made to the agency as to what is required for correction. Changes MUST be submitted via email! Institutions are required to keep a copy of each claim. Submit all claims by the 15th day following the month being reported to: DHHS – CACFP, SHS #11, 2 ANTHONY AVENUE, AUGUSTA, ME 04333-0011

Claim Submissions: What should you cover? Edit checks for collection and accuracy of eligibility & meal counts. Who is responsible for preparing and signing? Who is approved to prepare and sign? Understanding the Claim Form: ADA: Rounded up Correct claim number (15-000) Original claim or revised Claims are for the calendar month only Review which claim forms apply to your institution. Review where claim copies & backup info are kept. DCH Sponsors: Procedure for assuring tier counts are completed and added correctly to the monthly claims. Procedures for providers turning in claims. Are providers expected to turn in claims by a certain date? Review procedures for if a provider does not comply with the claim submission deadline? (Do the numbers of children fall within allowed agreement totals, are individual meal totals equal to or under the total of ADA times days operated? .)

Reimbursement Systems CACFP office has 15 days to process a complete and correct claim, once its received. The Service Center works to process your claim for reimbursement within 30 days Vendor codes must have correct addresses to assure reimbursements come to you correctly. Checked annually Your reimbursement comes through the Service Center by check or direct deposit. Copies of your invoice are sent to you by this office separately from check CACFP state office files all agency claims records and keeps on site for at least 3 years. New policy states we will now archive all files.

Reimbursement Systems: What should you cover? Who records that the claim reimbursement was received? Is your invoice on file with other claim information? What edit checks are in place for when you receive the claim breakdown sheet. What is your procedure for tracking reimbursement separately? Who reviews the agreement budget and monitors spending reimbursement for the designated items listed? Who reports budget changes to the Agreement Administrator? How long do you store claim information and where? For DCH sponsors: Who is responsible for tracking reimbursement distribution to daycare home providers within 5 working days? Does your institution pay ahead? Who sends the quarterly disbursement report to CACFP?

Additional Updates