1. Hawaii Child Nutrition Programs (HCNP, DOE, State of Hawaii) and Child and Adult Care Food Program (CACFP)
Partnering With
Honolulu Community Action Program Head Start for our Children’s Nutritional Needs

2. HCNP assists HCAP Head Start with:
Providing resources to ensure nutritious meals are available for all children participating in Head Start;
Accountability for meals being claimed for reimbursement; and
Understanding approved food components, servings and timelines for meal services.

3. 3 Reasons Why HCAP participates in HCNP
To ensure that each Head Start child participating in the USDA Child and Adult Care Food Program (CACFP) receives nutritious balanced meals.
To receive Reimbursement Money for HCAP HS student meal expenditures.
Federally mandated that Head Start Programs utilize CACFP.

4. Reimbursement Cycle
HCAP submits claim to HCNP by 9-10th of the Month (HCAP Fiscal receives from HS by 7th of the month). CACFP/HCNP claim gets processed with
$$$ reimbursed for approved claims
CACFP/HCNP Reimbursement $$$ combined with HCAP Head Start grant $$$
Pays for food purchases and services
Classrooms submit daily meal counts w/ attendance log to HCAP HS KMR office on weekly basis
for monthly claim consolidation

5. Reimbursement Rates Per Meal Reimbursement Breakfast $1.81
Lunch $ Cash in Lieu of Commodities $.32
Snack $0.92

6. $193,996.50 Estimated Monthly Reimbursement (if 100% attendance)
Number of reimbursable meals that could be claimed for August 2013 w/ 100% attendance for all HCAP Head Start Centers
36,498 Breakfasts
36,498 Lunches
6,160 Afternoon Snacks

7. Your Role?
You are the most important piece in the puzzle to assure accuracy for receipt of USDA reimbursements and facilitate nutritious meals are being served to our students.

8. Attendance Sheets Track Who Was There During Meal Service Times
Parents/Guardians need to sign in/out daily for their children if they attend school, including TIME of entry/exit clearly written.
Check attendance sheets daily and highlight missing information. This daily checking minimizes errors to validate if the child was in attendance during meal service.
No Sign In with time / No Sign Out with time = No meals can be claimed for child if we can’t verify they were present during meal service.

9. Please be sure to use current year’s form available on our staff website!!!!

10. Why should attendance be kept current?
Need Attendance Logs for USDA reimbursement $$$!
Safety for your students!
Licensing Requirement!
CACFP Monitoring Requirement!

11. Meal Service Procedures
Cafeteria/Plated Style is one approved service procedure
All meal components are portioned and served at the SAME TIME
Meat/Meat alternate
Fruit/Vegetable
Bread/Grain
Milk

12. Family Style Dining
Family Style Dining is another approved procedure for meal service. It is different because a sufficient amount of prepared food must be placed on each table to provide the full required portions of each of the food components for all children at the table, and accommodate the supervising adult.

13. Family Style Dining
Every Child should initially be offered and encouraged to take the full portion of each meal component required for his or her age group.
The supervising adult is responsible to actively encourage the child to at least take a trial portion, or offer a second helping of the food component during the course of the meal.

14. Counting/Claiming Requirements
Meal Counts are taken at the time of meal service to ensure only reimbursable meals are claimed. When child is at table and food is served during scheduled times this is when “POINT OF SERVICE” is counted.

15. Counting/Claiming Requirements continued
HCAP HS is allowed to claim 2 meals and 1 snack for each enrolled child in attendance per day. HCAP HS claims snacks for FDFY only, or for PM scheduled ½ day sessions.
Regular meal times should be followed. It is based on the Center Agreement and HCNP annual approval.

16. Please use current format available on staff shared website!!!

17. When meals cannot be claimed ...
- The children are not seated at the table during meal service
- Attendance is used for the meal count
- Non program adults and non enrolled children consume meals
- Block claiming

18. Counting/Claiming “DO List”
Do follow the HCAP Procedure for POINT OF SERVICE as scheduled
Do record meal counts before the end of the meal period
Do notify your Program Manager if the Center wants to change serving times
Do ask for technical assistance if unsure

19. Counting/Claiming “DO NOT List”
Do not record meal counts at the end of the day
Do not base meal counts on attendance
Do not change the meal service time without notifying a Program Manager and receiving approval
Do not create Center exclusive practices for counting and claiming

20. Meal Records Your obligation:
Monthly menus and non discrimination statement are posted where all can see;
Itemized food receipts with dates are maintained for approved food items;
Menu Production documentation including planned portions, food to be purchased and usage are maintained and reviewed.

21. Meal Records continued
Verify if meal matches the menu daily;
Verify that portions meet the pattern for a USDA/CACFP reimbursable meal for age group;
Record substitutions or changes as needed (allergies); and
Bottom line, if no record is available, it didn’t happen and we cannot claim reimbursement.

22. USDA Monitoring Requirements
Monitoring is an internal control to help HCAP HS with accountability for reimbursement and maintaining nutritious meal services. HCAP must monitor 3x’s per annum, with 2 of these site visits being unannounced, and a minimum of 1 site visit conducted during a meal for observation.
HCAP fills out a “Site Application” and “Agreement with HCNP” for all centers with meal service annually.
HCNP provides annual training and technical assistance for all Sponsors.

23. USDA Monitoring Requirements
HCNP monitors and reviews HCAP a minimum of every 2 years, in addition to our own annual reviews 3xs yearly. Remember “unannounced” can happen any time.
HCAP must demonstrate Viability, Capability, and Accountability through review of documents and site visits conducted by HCNP.

24. It Takes Collaboration
HCAP designates staff trained as Monitors/Secret Shoppers to prevent (or “catch”) problems before a HCNP review, as documented on Facility Monitoring Form. Reviews include five-day meal count reconciliation. Follow-up to correct identified problems w/in 30 days, or sooner.
HCAP ensures proper meals/snacks are being served and claims for reimbursements weekly and monthly are reviewed!
Ongoing Staff and Parental Education is provided!

25. Center Review Tools For CACFP Monitoring
Enrollment Documentation
Menus
Meal Counts and Claim Validation
Meal Service Observation
Staff, Volunteers, and Parent Training
Program Costs
Civil Rights
Documentation on File
Current Licensing/Permits on file
Consult with your Program Manager when you have questions!
Review: HCNP Website

26. Education Tip: We Can All Help Our Families Learn What Preschool Children Need To Energize For Their Well Being

27. Sample Breakfast Meal Pattern
Age:

28. Share Meal Patterns with our Parents (Lunch)

29. Sample Meal Pattern (Snack)

30. How Do We Know If Our Children’s Weight Is Too Much/Too Little
How Do We Know If Our Children’s Weight Is Too Much/Too Little? Check The CDC Center For Diseases Control and Prevention BMI Calculator