CNIPS Budgets & Actual Cost Quarterly Report (ACQR) Training Kentucky Department of Education Division of School and Community Nutrition Prepared By: Mike Sullivan/Rene’ Poitra

What is a CACFP Budget? O An itemized summary of expenditures and CACFP income for a given period O A systematic plan for meeting CACFP expenses in a given period O The total sum of CACFP money allocated for a particular purpose or time period

What is ACQR? O A=Actual O C=Cost O Q=Quarterly O R=Report

What Are Our Goals for Budgeting CACFP Costs O Help the Institution/Sponsoring Organization Develop a Budget of CACFP Revenue & Costs O Use the CNIPS Actual Cost Quarterly Report to Document Estimated Revenue & Costs for the Budget

Recommended Tools for the CACFP Budget O Receipts, Invoices and Bills O Record of Expenditures Form (17-8) O Justification for CACFP Reimbursement Form If the Justification form has been kept and inputted correctly into CNIPS ACQR the State Agency highly recommends using the ……………………………… O First Three Quarters from the Actual Cost Quarterly Report. Total All Three Quarters Divide By Three for the Average. Take the Average and Times By 4. This Will Be Your New Fiscal Year Budget.

What Are Our ACQR Goals? O What is an Actual Cost Quarterly Report (ACQR)? O Why is it submitted to SCN? O How do I enter my ACQR information? O CNIPS Demonstration

What is an ACQR? O The Actual Cost Quarterly Report is a 3 month compilation of approved CACFP costs O Reported 4 times a year (January, April, July and October)

When Are the ACQR Due? Due Dates: O 1 st Quarter – January 31 st O 2 nd Quarter – April 30 th O 3 rd Quarter – July 31 st O 4 th Quarter – October 31 st

Why is an ACQR Submitted to SCN? O The ACQR is submitted to ensure all CACFP reimbursements are being used for costs approved on the sponsor application. O It’s a tracking tool for the CACFP institutions/sponsoring organizations to monitor spending for the month, quarter and through the fiscal year. O Helps State Agency staff identify sponsors who may need technical assistance in spending their CACFP reimbursement.

How do I enter my ACQR information? Gather your information: O All approved CACFP costs for the specified 3 month period. *Food, Supplies (Non-Food), Program Labor, Other and Administrative Costs O Use the Monthly Record of Expenditures. O Your total reimbursement for the 3 month period. *Claims Summary screen OR…….

Use Your Justification for CACFP Reimbursement Form

How do I enter my ACQR information? O Log into CNIPS O Click on “Applications” O Click on “ACQR – Center”

How do I enter my ACQR information? O Click “Add” for the quarter being reported.

How do I enter my ACQR information?

O Projected Total Annual Revenue – 3 months CACFP reimbursement total (drop cents) O Expenses – 3 months CACFP expenses total (drop cents)

How do I enter my ACQR information continued? O Check Certification Box O Save

After the ACQR is submitted: O You may be notified by phone or about any changes needed to your ACQR. O You could expect a visit if costs are off or out-of-line. O The CNIPS system will be ready for your next ACQR report after each quarterly submission.

Let’s Remember… O Submit Reports in a Timely Manner and When They Are Due O Actual Costs Need to be Reported O Use the ACQR as a Tracking Tool Monthly/Fiscal Year O Use as a Tool for Tracking Food Costs to Help Determine if Food Costs Need to be Increased O Proof to the State Agency that You are Justifying Your Reimbursement

Another Step to Improve Your CACFP Program Thank You