1. CACFP Training Presentation
Welcome to the…
Notebook
Agenda
CACFP Training Presentation

2. Training Goals
HANDOUT PowerPoint Slide Presentation
To learn the basics of operating the Child and Adult Care Food Program
To understand:
The expectations of program participation
USDA regulations and program policies
New CACFP Requirements
Semcac Head Start expectations in Food Service

3. Overview Issues that Affect the Money Reimbursement Rates
Meal Patterns for Reimbursable Meals
New Meal Pattern Requirements
Other Required Administrative Records
* Civil Rights Training Requirement *
Record Keeping
Monitoring
Meal Counts and Attendance
Program Integrity
Applications and Claims Process

4. HANDOUT Child Nutrition Websites
USDA Website
HANDOUT Child Nutrition Websites
USDA’s website is a comprehensive website…offering a wide range of materials, information and resources for all Child Nutrition Programs.
For example you can access information on:
Federal Regulations for each Child Nutrition Program
Translations of Household Income Statements
Reimbursement rates for meals
Meal patterns
Training materials and webinars
and links to numerous resources and websites.
Resources include:
the Food Buying Guide or
Accommodating Children with Special Dietary Needs booklet
MyPlate Resources
Info on all Child Nutrition Programs
Regulations
Meal patterns
- Resources and Tools

5. HANDOUT On our Website and how to access FNS
Click on Districts, Schools and Educators and Food and Nutrition.
HANDOUT On our Website and how to access FNS
In addition to USDA’s Website, you can also access information about Child Nutrition Programs at our Food and Nutrition Service web pages… which are located at the Minnesota Department of Education’s (MDE’s) Website
At MDE’s Home Page you can find Food and Nutrition Program under the heading Districts, Schools and Educators.
Select Food and Nutrition.
On the left side of the screen select Child and Adult Care Food Program for Centers.
Resources found here include:
Information regarding food service operations
Claims and Reimbursement, Procurement
Meal Pattern Requirements and
Training Webinars

6. Who may participate in the CACFP for Centers?
Handouts:
Special packets for both the Adult Day Cares and Emergency Shelters
CHILD CARE CENTERS:
Child Care Centers serve meals and snacks to children from infancy through 12 years of age.
There are 2 TYPES of child care centers:
Non-Profits: as (determined by the IRS) and
those classified as a For-Profit Center: For-profit centers must demonstrate each month that 25% or more of their participants are eligible for free or reduced priced meals or that 25% of their participants are receiving Title XX funding (child care assistance funding from the county). If they cannot reach the 25% level the Center may not claim meals in the CACFP for that particular month.
Child Care Centers may also select a Pricing Policy:
They can elect to be:
A “Non-Pricing Center” – non-pricing centers do not charge separately for meals or snacks…meals/snacks are considered part of their child care fee.
A “Pricing Center”- these Centers charge participants separately for meals and snacks… in addition to child care fees.
Centers who are “Pricing” must keep separate meal counts by name so that households can be billed accordingly. Additional record keeping requirements are required of Pricing Centers
ADULT DAY CARE CENTERS
Adult Day Care Centers serve primarily adults age 60 and older.
Most Adult Day Cares are located in nursing homes or hospitals.
Adult centers have slightly different meal pattern requirements and serving options as compared to Child Care Centers
EMERGENCY SHELTERS – Emergency Shelters that serve the Homeless or Battered Women are also eligible to participate. Shelters may serve residents 18 years of age or younger and to residents of any age, who have disabilities. There are fewer record keeping requirements for these types of shelters.
Child Care Centers
(Head Start Centers)
At-Risk After School Snack Programs
Adult Care Centers
Emergency Shelters
Homeless
Battered Women

7. Meal Reimbursement Rates
HANDOUT Current Reimbursement Rates
New reimbursement rates
are set annually - effective
July 1, 20XX
There are 3 levels of
reimbursement; A,B,or C
Level A is the highest amount of reimbursement, followed by B, and C is the lowest amount.
These levels are determined by the income of the family, and number in the household.

8. Head Start Children are automatically eligible for category if . . .
Their household’s income meets Head Start Income Guidelines.
In Head Start Programs you will find that the majority of Head Start Children are “Automatically Eligible” for Category A… because their reported household incomes meet the Head Start Income Eligibility Guidelines .
NOTE: Head Start income guidelines are lower or stricter than those of CACFP.
Note: Household’s whose incomes are below the Head Start Income Guidelines… qualify for Category A in the CACFP and are eligible as a category “A” participant for 2 years using this determination method.

9. Head Start Certification Statement: List of names of
enrolled children in
Head Start in the
month of October.
Signed by Head
Start Official.
In order to document Head Start children who automatically qualify for category A (free), Head Start Programs may create a list that contains the names of all enrolled children who meet Head Start Income Guidelines – this list is called a “CERTIFICATION STATEMENT.” It must be signed by a Head Start official and kept on file and available for review.
Since the Head Start Income Guidelines are lower than the CACFP income guidelines, these children are category A.
Keep in mind, however, that Head Starts can accept up to 10% of participants who do not meet their income guidelines…from these households you would need to collect a HIS and using USDA’s Income Eligibility Guidelines determine the child’s category of eligibility.
In addition, Head Start Programs need to collect racial/ ethnic data annually. This info is usually collected on the back side of a HIS. However, since the majority of Head Start participants qualify for “A’ eligibility using Head Start Income Guidelines and do not turn in a HIS the Head Start program must collect this Racial/Ethnic Data on another form, typically this information is found on the child’s application.

10. Claiming Meals for Reimbursement
Records Needed to Support the Claim
Point of Service Meal Counts
Attendance

11. What Meals Can Be Claimed?
Breakfast and Lunch
Snacks
Can claim 3 meal types per child per day
2 meals and 1 snack or
2 snacks and 1 meal
Most centers are approved to serve breakfast, lunch and afternoon snack. According to CACFP guidelines the Center may take a head count at the time of meal service and it will be accepted as the meal count for that meal.
Head Start Classrooms must take meal counts at every meal/snack on the C+ Attendance App, during meal service or within 30 minutes of the end of the meal.
If meal counts are not documented during this time, they will not be claimed for reimbursement.
*Enrolled participants only—no “guests” or staff members can be claimed for reimbursement.

12. What Documentation is Needed to Support Your Meal Counts?
HANDOUTS : Various Meal Count Forms (4 in notebook)
Meal Counts:
Recorded daily at the “Point-of-Service”
(for each meal/snack) in the C+ Attendance App.
Daily Attendance Records
Recorded daily in the C+
Attendance App.
Meal Counts are taken at “point-of-service” (for each breakfast/lunch/snack)
Point of Service = is the children eating a meal, at the time the meals are served, or within 30 minutes of the end of the meal/snack – Not at the end of the day, or before the day begins and not
extrapolated from attendance records or catering invoices.
Daily Attendance Records – are needed to verify the point of service counts match the attendance for that day.
See your Childplus Manual for specific guidance on entering Meal Counts in your IPAD!
Meal Counts for ‘other participants/adults’ should be documented on the Production Record completed at each site.

13. Food Service Records Required Meal Patterns Menus, Diet Statements
Food Production Records
Other Health Department Requirements

14. Required Meal Patterns
HANDOUT CACFP Meal Pattern or Food Chart – Front Pocket of Notebook
A Meal Pattern is the set of:
food components/food items &
minimum quantities that must be served for a reimbursable meal
MEAL PATTERN
In order to receive reimbursement for meals/snacks you must plan menus that meet meal pattern requirements.
Special Diet Statement forms can be found on Sharepoint. Use as follows:
Special Diet Statement WITH a Disability – when a participant has a disability (medical concern such as Celiac Disease or Diabetes, or life threatening allergies (i.e peanut allergy)) that affects their diet and requires a special meal or dietary accommodation. Must be signed by Medical Authority.
Special Diet Statement WITHOUT a Disability – when a participant has a special medical or dietary need that is not considered a disability. Must be signed by a Medical Authority.
Use for Fluid Milk Substitutes (that are nutritionally equivalent to Cow’s milk) See Food Buying Guide for list.
Special Diet Statement to Request Dietary Accommodations – for participant with or without a disability.
Special Diet Statements do not need to be completed yearly, but it should reflect the current needs of the child.
Special Diet Statements must be completed and kept on file for all food allergies or intolerances, such as peanuts.
Lactose Free or Lactose Reduced Milk – does not require a Special Diet Statement or Medical Authority Signature. Have the parent/guardian complete the ICCP form.
A Special Diet Statement is required for a participant who cannot follow the meal pattern – due to a food allergy or intolerance.

15. This slide depicts the CACFP Breakfast requirements of food that must be offered/served to children from the 4 different age groups.
All milk served, at any meal/snack, must be unflavored 1% or skim milk.
Breakfast Cereals must contain no more than 6 grams of sugar per dry ounce. Follow the WIC approved Cereal List in your Food Buying Guide.
Yogurt must contain no more than 23 grams of sugar per 6 ounce serving. See Food Buying Guide for guidance.
* Beginning October 1, 2019, ounce equivalents will be used to determine the quantity of creditable grains for ready to eat cereals; follow the serving sizes listed above.
* Until October 1, 2019 the minimum serving size for any type of ready to eat breakfast cereal is ¼ cup for children 1-2; 1/3 cup for children 3-5, and ¾ cup for children 6-12.

16. This slide depicts the CACFP Lunch requirements of food that must be offered/served to children from the 4 different age groups.
All milk served, at any meal/snack, must be unflavored 1% or skim milk.
A vegetable and a fruit, or 2 vegetables; must be served at every lunch/supper meal.

17. This slide depicts the CACFP Snack requirements of food that must be offered/served to children from the 4 different age groups.
All milk served, at any meal/snack, must be unflavored 1% or skim milk.
Breakfast Cereals must contain no more than 6 grams of sugar per dry ounce. Follow the WIC approved Cereal List in your Food Buying Guide.
Yogurt must contain no more than 23 grams of sugar per 6 ounce serving. See Food Buying Guide for guidance.

18. New CACFP Requirements:
Only 1% or Skim UNFLAVORED milk may be served to children 2-5 yrs old.
Cereal must follow WIC approved list, no more than 6 grams of sugar/dry ounce.
Yogurt must contain no more than 23 grams of sugar per 6 oz serving.
One meal/snack must contain a whole grain rich component.
Fruit and Vegetables are now separate components for lunch and snack.
100% Juice, is limited to once per day.
These new meal pattern requirements, relevant to our program, go in to effect for Semcac Head Start on September 1, 2017.
In addition to these, we now need to keep labels for the whole grain rich component, cereal, and yogurts that we use/purchase. You only need to do this once, if you continue to buy the same products that meet these requirements. Labels can be cut directly from packaging, photo copies or pictures can be taken. Keep copy on site, and send in to the Program Manager.

19. Child Care Food Components/Food Items
Breakfast - 3 components
= 3 food items
Lunch/Supper - 5 components = 5 food items
Snack - 2 out of 4 components = 2 food items
REQUIRED FOOD COMPONENTS /FOOD ITEMS in a Child Care Facility (REFER TO THE CACFP FOOD CHART)
A sponsor may be reimbursed for a meal or snack as long as the required number of food components and food items are served.
For Example:
Breakfast – 3 food components / representing 3 different food items
Milk
Fruit or Vegetable
Grain/Bread
Lunch and Supper - 5 food components/representing 5 food items
Meat/ Meat Alternate
Vegetable
Fruit
Grains/Breads
Snack out of 4 components must be planned and served.
During an administrative review, a months worth of breakfast, lunch and snack menus will be reviewed to ensure that all components are planned for according to regulations.
Portion Sizes vary by age groups

20. Food Service Records Breakfast Menus
Food Production Records (for breakfast and lunch)
CN Labels / Product Fact Sheets
Labels for Whole Grain Products, Yogurt & Cereal
Standardized Recipes
Special Diet Statements
Breakfast
40 servings planned:
Peaches: 2 #10 cans
Toast: slices
1% milk: 2 ½ gal’s
Food Service Records include
Menus
Food Production Records (for breakfast, lunch, supper)
CN Labels / Product Fact Sheets
Labels for Whole Grain Products, Yogurt and Cereals that are purchased and used for meals/snacks.
Standardized Recipes
Special Diet Statements
**New! We must now keep labels for the whole grain products, yogurt and cereal we serve. This can be done by cutting the label directly off the packaging, or taking a photocopy or picture of the label.
Keep the original or copy on site, so you know what items you have already sent labels in for and for Administrative Reviews.
Send a scan or photocopy of the labels to Program Manager, at This is a CACFP requirement, to show we are following the new Food Requirements!

21. Menus Written Menus For all meals and snacks to be claimed:
Record all substitutions
Written menu items must be specific –
i.e. peaches…instead of fruit
Date menus OR provide dated Cycle Menus
Keep on file for 3 yrs & 3 months
You must have a written menu for each meal or snack claimed.
Be sure to record:
All substitutions to the planned menu. Including daily substitutions for individual children such as Soy Milk, Whole Milk, etc.
A detailed description of each menu item. Menu items should be specific—for example, write peaches instead of writing just the word fruit.
Any juice served should also be specific on the menu; indicating type of juice and percentage of fruit juice (i.e. 100% Apple Juice)
Any Cereal on the menu should also be specified as to what was served.
The date of the menu. If you have cycle menus – photocopy the portion or weeks that will reflect your reporting month and date each menu.
If you have a caterer – make sure that they supply you with written menus for your files – also make sure that you review their submitted menus to make sure reimbursable meals that meet the meal pattern requirements are planned.
All menus (with recorded substitutions) must be submitted to the Administrative office at the end of the month.

22. HANDOUT Seven Samples of Food Production Records
Food Production Records (Breakfast, Lunch & Snack)
HANDOUT Seven Samples of Food Production Records
MUST contain:
Food product used
Quantity of food prepared (in wts.& measures)
Number of servings prepared
Number of meals
planned/ordered
Document ‘Other’
meals eaten (adult meals)
- Caterer must complete
these records
Food Production Records are used to verify that portion requirements are met and that the Sponsor produced enough food to meet program requirements. Sponsors are required to complete a food production record daily for Breakfast and Lunch.
Food Service Para’s need to document how much food was prepared for every breakfast and snack. Our Caterer’s will document food prepared for our lunches.
*Multiple Sites, complete ONE food production record for all classrooms. Document ALL food prepared for breakfast and snack for ALL classrooms; instead of breaking out by classroom.
* Don’t forget to document the ‘number of meals planned/ordered – include non participants’ for each lunch; so we can figure accurate billing with our Caterer’s.
* Food Para’s should document on the production record how many adults ate each meal/snack every day!

23. HANDOUT 2 Samples o completed Food Production Records
Child and Adult Care Food Program - Menu and Food Production Record
Menu:
Date:
Meal Type: (circle one)
Breakfast Lunch Supper
Number Prepared For:
Children:
Adults:
Total:
Specific Food Item Used
Planned Portion Size
Quantity Prepared
Fluid Milk
Meat/Meat Alternate
Fruit/Vegetable
Grains/Breads
Other
Spaghetti w/ Meat Sauce
Fruit Cocktail
Bread
Milk
July 21, 2010
100 12
112
HANDOUT 2 Samples o completed Food Production Records
2% milk
3-5 yr. = ¾ c.
6 Gallons
3-5 yr. = 1½ oz.
Grd. Beef
15 lbs.
Fruit Cocktail
3-5 yr. = ¼ cup
3 No. 10 cans
This slide shows a sample “Food Production Record”.
Required Elements to include are:
The name of the food item prepared (grd. beef, fruit cocktail, tomato sauce)
Quantity of the food prepared recorded in weights and measures. (gallons, No. 10 cans, pounds, ounces, cups)
Do not record heads of lettuce or bags or boxes of food items.
Number of people you are preparing for: (no. of children , teachers/adults, aides, etc.)
Tomato Sauce
3-5 yr. = ¼ cup
3 No. 10 cans
Bread
3-5 yr. = ½ slice
3-21 slices/loaf
Spaghetti Noodles
3-5 yr. = ¼ cup
5 lbs.

24. -Food Buying Guide Short Form
HANDOUT -Order Form to receive a copy of the Food Buying Guide
-Food Buying Guide Short Form
New Food Buying Guide was published in 2002, and updated in It is divided into 5 Food Groups:
Meat/MA
Fruits/Vegetables
Grains/Breads
Milk
Other Foods
The Guide is a tool to assist the individual who purchases and prepares food by providing information as to the quantity that is needed to meet the needs of the number of individuals being feed.
New on this website: Online Food Buying Guide Calculator for Child Nutrition Programs, and a new web-based interactive Food Buying Guide!
All centers who provide meals/snacks should have a copy of the Food Buying Guide.
Purchasing Guide
Provides Yield Information

25. Vegetables and Fruits Section
Here we see a sample page from the Food Buying Guide …the Fruit/Vegetable section.
Instead of working in ounces per pound as in the Meat/Meat Alternate Section –- the Fruit and Vegetable Section reports the number of ¼ cup portions or servings per purchase units from fresh, frozen or canned fruit and vegetable products. You will notice that there are many can sizes represented in the guide.
Using the information from column 3 how many ¼ cup servings one can get from a Number 10 can of applesauce. (answer = 47.6 – ¼ cups).
Use the info from column number 5 how many Number 10 cans of applesauce would a person have to purchase or open up to serve 100 – ¼ cups servings.
(answer = would need to purchase 3 no. 10 cans because the guide states that you would need to open up 2.2 number 10 cans of applesauce to serve 100 – ¼ servings.)

26. Food Service Resources
HANDOUT Excerpt from “What’s In A Meal” – Creditable Foods Section (Pick up on Table)
Notebook: Grains/Breads Crediting Sheet & Serving Portions of Breads/Grains
Serving Portions of Bread/Grains for Snack and Breakfast
Crediting Handbook for the Child and Adult Care Food Program
List of creditable and non-creditable foods
Menu planning tips
Meal patterns and basic nutrition
The CACFP offers both the Food Buying Guide and the Crediting Handbook for the Child and Adult Care Food Program as reference books for program participants.
Crediting Handbook for CACFP provides specific information about whether or not a food can be credited in the Child and Adult Care Food Program.
The Crediting Handbook can be printed from the web address on the screen.

27. Child Nutrition Labels HANDOUT CN Labels and Product Fact Sheets
CN labels contain:
a rectangular border
the foods contribution to the meal pattern
A CN label or Product Fact Sheet is needed to determine the contribution that a convenience or combination food makes towards meeting child nutrition meal pattern requirements.
CN labels and Product Fact Sheets are most often found on convenience items that are breaded or battered or on convenience main entrees that contain a combination of foods. Examples of items that may require a CN label or product fact sheet include: chicken nuggets, corn dogs, pizza, burritos, frozen lasagna, frozen beef stew, etc.
A CN Label Contains:
a rectangular border
a statement of the meal pattern contribution
a six digit product ID number
USDA/FCS authorization
the month and year of approval
A sample CN Label is on the screen above.
The Child Nutrition (CN) Labeling Program is run by the Food and Consumer Service of the USDA and is a voluntary labeling program. The program requires an evaluation of a product’s formulation by FCS to determine its contribution toward meal pattern requirements. It allows manufacturers to state this contribution on their labels. The program provides a guarantee for CN-labeled products.

28. HANDOUT Special Diet Statement
Special Diet Statements…
HANDOUT Special Diet Statement
…are required for participants who cannot be served the meal pattern – due to a food allergy or intolerance.
Most children with disabilities can eat the same meals as other children. However, Child Nutrition Programs are required to provide substitutions to the meal pattern or modifications to a food item if a student has a disability as described in the definition of “handicapped person”, and the disability restricts the student’s diet, and an explanation of the two preceding items are documented in a signed statement from a recognized medical authority.
The medical statement must be kept on file. The medical authority should provide substitutions or recommendations for modifications to the child’s meal.
The Special Diet Statement does NOT need to be completed yearly, but it must accurately reflect the current needs of the child.
Note: Sponsor is required to provide substitution if:
participant has a disability AND
disability restricts the diet AND
participant has a signed medical statement from a recognized medical authority stating the above requirements

29. Certified Food Manager
HANDOUT Dept. of Health Food Manager Certification
MN Department of Health requirement
Contact your local Health Department or MDH
(651)
The Minnesota Food Code REQUIRES that an owner or operator of a food establishment must employ one full-time certified food manager for each establishment.
In our Head Start Centers this certification is only required for those sites serving 18 children or more at one time. If the Head Start Center is located in a School we fall under their licensure, and do not need a Certified Food Manager on Site.
To become a certified food manager, an individual must first attend a Food Manager Course. Second, they must take a State recognized food manager exam (i.e. ServSafe exam, or the National Registry of Food Safety Professionals exam, etc.). Pass the exam and then apply to the MDH to receive a Food Manager Certificate – must send to MDH an application, proof of attending a food manager course and proof of passing one of the recognized exam.
The Food Manager Certificate must be renewed every three years. Within the 3 year period, you must obtain 4 hours of continuing education in food safety in order to renew your certificate by the end of the 3rd year.
There are some exemptions to this requirement, so call your local Health Department or the MDH Environmental Health Division office for more information on the requirements and the different trainings offered.
To Register for a Class, visit:

30. Other Required Administrative Records
Supporting Documents
Civil Rights
Financial Recordkeeping
Monitoring of Multi-Sites

31. Other Administrative Records / Responsibilities
Building for the Future
WIC Info
Enrollment Forms
Civil Rights
Training
Monitoring of Multi-Sites
Financial Record-keeping
Supporting Documents

32. Posters and Brochures – available on USDA Website
HANDOUTS :
Building for the Future Poster and Brochure, located in front pocket of notebook.
USDA requires that all Child Care Facilities provide information to the public that announces their intent to participate in the CACFP and as participants in the program will receive cash assistance to serve healthy meals. This information can be conveyed to households who have enrolled children by:
displaying the “Building for the Future” Poster in a prominent location
or by supplying each household with a “Building for the Future” brochure or
By including the same information in some other format – like placing the info in your Parent Handbook or
by using our CACFP-specific Enrollment Form – since our new Enrollment Form supplies the required information to each family.
The Posters and Brochures are available at USDA’s website and are available in English and Spanish.
Go to: CACFP / Resources

33. Inform Parents of WIC… benefits and importance of program
HANDOUTS :
-Memo: Subject: CACFP Requirement to Provide WIC Info to Families
-WIC Poster
-Half sheet handout
benefits and importance of program
annually, during enrollment
distribute brochure or display poster
Also, all Child Care facilities who operate the CACFP are required to provide information to households with participating children about the benefits and importance of the WIC Program – which is the supplemental nutrition program for Women, Infants and Children.
USDA believes that CC Centers can help spread the word about the availability of the WIC program and help then reach families who may need additional food resources and support.
Centers can meet this requirement by:
Handing out basic WIC information to families when they enroll and when they annually update their enrollment information OR
They can include the information in a newsletter OR
Provide a brochure OR
Display a poster of basic WIC information on an announcement board or in another public area.
WIC posters are available on the MN Department of Health website, link listed above.

34. USDA Enrollment Forms Parent/Guardian MUST sign and date the form.
HANDOUTS :
Memo: Subject: New Child Enrollment Info Required
Sample Child Enrollment Forms (Standard and Alternate)
Child Care Centers must collect
information for each child on their usual:
Days [i.e. M, T, W, TH]
Hours [i.e. 8:00-2:00] in care
Meal services each child will participate in
[i.e. Breakfast/Lunch/Afternoon Snack]
**Form must be completed yearly and the
Parent/Guardian MUST sign and date the form.
Child Care facilities will need to collect additional “CACFP Specific Enrollment Information” from parents of participating children on an annual basis…this information must include the “usual”
Days and Hours of care
Meal Services that they expect their son or daughter to participate in at the Center
Parent Signature and Date is a required component of this form.
USDA believes that this data can be used by Sponsors as a tool for determining the:
validity of their meal counts and
quality and accuracy of their meal counting process.

35. Civil Rights Requirements
HANDOUT :
-“And Justice for All” Poster (in back of notebook pocket)
-Civil Rights Statement
Sponsors and sites must:
Notify Public
“ … And Justice for All” poster
Include nondiscrimination statement on all program materials
Provide equal access to services, facilities, and meal service
provide program materials in translations
must include infants on the Program
provide special foods/meals to persons with documented handicapping conditions
There are several Civil Rights requirements that Sponsors must follow:
The 1st is Public Notification ---(letting the public know that the CACFP does not discriminate against certain groups and how they can file a complaint if they feel their civil rights have been violated. )
The “And Justice” poster must be prominently displayed at each site and also at the sponsor’s main office for multi-site agencies.
The non-discrimination statement and procedure for filing a complaint needs to be in writing in your parent handbook and brochures, flyers, etc. if you mention the CACFP or if you write that menus meet USDA requirements.
The 2nd Civil Rights Requirement relates to equal access to all services, facilities and meal service.
The 3rd Civil Rights Requirement is explained on the next slide

36. Beneficiary Data
HANDOUT :
Civil Rights Data Collection and Comparison Form
Collect Racial/ethnic data from the back of the Household Income Statement, or Child’s Head Start Application.
Compare the center’s data to census data for the service area from which the center draws it’s participants.
To obtain the census data for your service area go to
The 3rd Sponsor Requirement for Civil Rights --
Racial/ethnic data must be collected each year and compared to that of the service area.
Racial/ethnic data is typically collected on the Child’s Head Start Application. If the household has not indicated a category, the sponsor must make a determination of the category (sponsor may determine visually to assign a category).
The purpose of the comparison is to see if minority populations in the service area are reached or if additional outreach efforts are needed.
Keep civil rights data in a confidential file and limit access to this information.

37. Staff Training on Civil Rights *Annual Requirement *
HANDOUT :
Civil Rights Data Collection and Comparison Form
Annual Civil Rights Training for all staff.
Document date completed on the Mandatory Training Log.
Required Civil Rights training topics:
Collection and use of data Public notification
Complaint procedures Compliance review techniques
Resolution of non-compliance Conflict Resolution
Language assistance Reasonable accommodation for
Customer Service persons with disabilities
Our State Agency has developed a PowerPoint presentation that covers these required topics.
Available on Head Start Training and Development Webpage and FNS website.
This is our newest Civil Rights Requirement—Staff Training on Civil Rights
Any staff who work with the public would need to be trained in Civil Rights. (This is in addition to the regular staff training needed on other CACFP requirements such as meal patterns, menus, recordkeeping requirements, etc.)
The Civil Rights Training must be done each year. And there must be documentation on file that lists who was trained, the date, and topics covered. (USDA has listed specific civil rights topics that must be covered in the training).
The documentation of the Civil Rights Training will be checked during a review.
The Good News: our State Office has developed a training module for Civil Rights that can be used by our CACFP Sponsors to train themselves and their staff.
This Civil Rights Training will include examples of common center situations that may or may not be a civil rights problem, and what kinds of actions the Sponsor may need to take.
This Civil Rights Training can be found on the Semcac Head Start Webpage, in the Training and Development section.

38. Training of Staff on CACFP
Sponsors must train staff annually on the operation of the CACFP. Be sure to train any staff members who have any responsibilities for recording, reporting or working with the program.
*Document on your Mandatory Training Log, the date you reviewed this PowerPoint, to show the training has been completed.
Required annually

39. Training Documentation
Maintain records of:
Training date(s)
Location(s)
Topic(s)
Names of participants in attendance.
All Sponsors (Independent Centers and Sponsors of Multi-Sites) must be sure to Maintain records of:
Training date(s)
Location(s)
Topic(s) and…..
Names of participants in attendance.
Keep these records on file for review along with your other CACFP records.

40. Monitoring Q: Who Must Conduct Monitoring Visits?
A: Multi-site Sponsors
Q: Why Monitor the Sites?
A: CACFP requirement
Multi-site Sponsors are required to conduct monitoring visits to each one of their sites in order to assess compliance with policies and procedures.
“Why do Sponsors have to monitor their sites”?
Because it is a CACFP Requirement.
The CACFP regulations, (d)(4), require sponsoring organizations to monitor progress towards achieving Program goals and ensuring compliance with USDA’s nondiscrimination regulations.

41. A Pre-Operational Visit to a New Site…
HANDOUT
Sponsor Pre-Operational Visit Form
Must be conducted:
to ensure that CACFP requirements will be met
prior to claiming meals in the CACFP
Pre-Op Visit Form located on Web
A Pre-Operational visit must be conducted before meals are claimed at a new site/location. A follow up visit must also be completed within 4 weeks of the first day of meal service at the new location, according to CACFP requirements.

42. Monitoring Requirements
MUST VISIT
WHEN
NEW SITES
Within first 4 weeks of claiming
ALL SITES
3 visits/year – 6 weeks apart to 4 months apart, scatter throughout month
2 Unannounced visits per year
At least one unannounced visit must be at meal time
FNS Monitoring
Form
USDA regulations identify the frequency with which sponsors must conduct monitoring visits of their facilities. The Sponsor’s Management Plan will also need to address their plan to monitor all their sites in a timely fashion.
New sites must receive their first monitoring visit within the first 4 weeks of program operation.
Regular Sites/Existing Sites:
Must receive at least 3 monitoring visits annually. Not more than 6 months can elapse between visits.
At least 2 of the 3 monitoring visits (per site) must be unannounced .
It is recommended that all monitoring visits take place at the time of meal service.
State Agency reviewers will check to see that the copies of monitoring visits are on file and that the visits have been done according to the regulations. They will also check to see that corrective actions have follow-up documentation.
Recommended that all monitoring visits take place during a claimed meal service.

43. What is checked during a monitoring visit?
Attendance and Enrollment Records
Civil Rights
Meal Counts
Observation of a Meal
HANDOUT Sample Monitoring Form for Multi-Site Sponsors
A sample CACFP Monitoring Form can be found on our Website under the topic “Sponsor Monitoring”.
It summarizes the major areas that need to be covered while conducting a monitoring visit to a site. The items you see on- screen is just an abbreviated list of items that must be reviewed during a monitoring visit.
Sponsors should have a written policy regarding meal disallowance, monitoring procedures, etc., to ensure consistency among monitors’ findings or actions.
Any corrective actions needed and any necessary follow-up activities must be documented by the monitor.
Menus
Diet Statements/ Parent decline letters on file
Health/Safety/Sanitation

44. Financial Recordkeeping
HANDOUT
Financial Recordkeeping Checklist
Keep a monthly file for each of the following:
When completing the budget section of the on-line application you will be asked in the instructions to report Expenses that are associated with operating the CACFP AND sources of Income to operate the program.
To make this reporting process easy…be sure to retain good financial records throughout the program year. Maintain records of both CACFP Administrative Expenses and Food Service Operating Expenses… as well as records of CACFP Revenue or other sources of revenue to totally cover the expense of operating the CACFP.
Food
Labor
Equipment
Expenses
Revenue
CACFP Admin. Expenses
CACFP Reimbursement
Food Service Operating Expenses
Child Care Fees

45. Documenting Food Service Costs
ACTIVITY
Examine 4 itemized Receipts
SAVE ITEMIZED RECEIPTS
SEPARATE OUT NON-FOOD SERVICE COSTS
In order to keep tract of and document annual expenses, both Independent Centers and Sponsors of Multiple Sites must save:
itemized receipts and
vender invoices for food or food service related costs throughout the program year.
Be sure to separate out any non-food service related costs or expenses (like crayons, diapers, etc.) from receipts or invoices.
Large Mart Store
Crackers
Apple Juice
Videos
Ice-Melt
Cereal
Peanut Butter
Total
$ $30.00 = Food Service Expense of $55.00

46. Documentation of a Nonprofit Food Service Operation
Food service expenses are greater than food service income
All CACFP sponsors, according to regulations, must:
operate a nonprofit food service and
maintain records documenting the operation of that food service.
To document that you are operating a Non-profit food service you must demonstrate that:
your costs to operate the CACFP program are greater than the CACFP reimbursement you receive annually.

47. REASONABLE in terms of price NECESSARY to operate the program
All Reported CACFP Costs must be necessary and reasonable …
HANDOUT Refer back to Financial Brochure: Allowable Costs addressed earlier
Government regulations also define what is considered to be an “allowable cost or expense” that can be associated with the operation of the Child and Adult Care Food Program. According to reg’s an “Allowable cost” must be “necessary and reasonable”.
A “necessary” cost is defined as:
A cost that results from an activity or function that is required for the institution to operate the CACFP.
(In other words, an item is necessary when your organization must have it, not when the item is nice to have)
FOR EXAMPLE: if a Sponsor does not have a kitchen to make meals… than establishing a catering contract would be considered a necessary cost.
To determine whether a cost is “reasonable,”….
you must first consider the financial condition of the facility…in other words…can the facility afford the purchase?
Also…is the cost appropriate? Is the cost consistent with what others are paying for it?
FOR EXAMPLE: it would not be prudent or reasonable to pay a caterer… $10.00 per catered lunch.
REASONABLE in terms of price
NECESSARY to operate the program

48. Cost Comparisons
Select a minimum of 3 food service related items or services: (i.e.)
Whole Grain Bread
Infant formula
Milk
Obtain prices from 3 sources
Record costs and compare
One way to determine if a cost is reasonable is to compare costs of food service related products or services offered by different stores or companies.
CACFP regulations require that sponsors who spend less than $100,000, on like items, need only do a cost comparison of at least 3 food service related items/services that are purchased on a regular basis.
Focus on 3 items that you routinely purchase (like milk or a snack item) or a food service related item that is extremely costly/expensive, for example …the cost of a Catering Contract.

49. 1. SampleProcurement Log
HANDOUT ‘s
1. SampleProcurement Log
2. Blank Procurement Log
$1.65
Food Express
8/10/16
Phone
15 miles away
Whole Grain Bread
$1.80
Mabel’s Meals
8/12/16
Will deliver
Phone
$1.85
Kurt’s Cuisine
Must pick up-no delivery
8/15/16
Phone
Use the Procurement Log …. to document cost comparisons made of food service related items or services offered by different vendors, distributors, stores or companies.
Complete or fill out the Procurement Log at least once a year and keep it on file with your other records.
We recommend doing these “cost comparisons” in October at the beginning of the CACFP Program year.
Sam’s Club
30 miles
away
$3.05
8/10/16
Newspaper
Gallon Skim Milk
Cub Foods
Agency charge card
$2.75
8/16/16
Phone
30 miles
away
$4.15
Doug’s Drug
8/10/16
Visit

50. Procurement Guidelines
For Profits:
if purchases exceed $10,000 must do a Request for Proposal
Handout: Revised Grants Management Stds Procurement Memo
All Sponsors:
if purchases exceed $100,000 must follow Federal Procurement Guidelines
All Sponsors who spend over $100,000 on the operation of the CACFP must follow Federal Procurement Rules (7 CFR 3019).
For Profits Sponsors who spend over $10,000 on Food Service related items must do formal competitive bidding.
Public Schools Districts and Tribal Govt’s must follow State Procurement Guidelines if their purchases used to operate the CACFP exceed ($35,000-small municipality) (not including the cost of milk or perishable foods).
Public School Districts and Tribal Govt’s:
must follow State Procurement Guidelines

51. Procurement Guidelines
Cost, Plus a Percentage of Cost Contracts are
Not Allowed
And if you have a contract with a Prime Vendor to purchase food and/or supplies – keep in mind that a “Cost Plus a % of Cost Contract” is PROHIBITED by the Federal Government, since the contract allows the vendor to charge you, the customer an additional amount for a product. This additional charge is added to the base cost of the product.
This additional charge is derived by multiplying the base cost of the product times a set percent - 10%, 15%. This additional charge or dollar amount is kept by the vendor and is considered a part of their profit margin…as a result the vendor will always keep prices high in order to increase their profit margin - there is no incentive for the vendor to lower prices to you, the Sponsor.
However, on the other hand…Sponsors may set up a “Cost Plus Fixed Rate Contract” –where a fixed rate (of $1 or $2) is charged per unit (box, case, bag) of product purchased. Since the vendor always receives a fixed dollar amount on every food item or product sold – they will be more apt to offer you a better or lower price for a food product to increase the number of items sold.

52. Records to Document Daily
HANDOUT Required Records and Administrative Tasks for CACFP Sponsors
Attendance Records
Meal Counts
Food Production Records
Recordkeeping
Menu Substitutions
The above records need to be updated daily:
Your Attendance and meal counts should be logged in your Childplus Attendance App.
Food production records complete prior to each meal, and update at end of meal if any changes are made.
Recordkeeping to show adequate quantities of food are being provided for all meals and snacks.
Menu substitutions, as needed.

53. On-going Monthly Tasks
Collect CACFP Child Enrollment Forms, on newly enrolled children
Display the WIC Program and Building for the Future Posters
Collect Special Diet Statements, as needed
Prepare and Submit Claim for Reimbursement

54. Annual Administrative Tasks
Obtain Child Enrollment forms on all enrolled participants.
Obtain or Renew Contract for Vended Meal Provider, if needed.
Complete CACFP Application Renewal.
Staff CACFP and Civil Rights Training.
Procurement
Monitoring/Site Visits (3 per year)

55. HANDOUT Developing a Filing System for CACFP Records
Records Retention
HANDOUT Developing a Filing System for CACFP Records
Keep all CACFP records for 3 years past the last payment
How long should records be kept?
Three years and 3 months. You must keep all CACFP records for the minimum 3 years past the last payment, but some agencies or accountants may require you to keep records for a longer time for tax purposes or for other audits. All records may be reviewed during an Administrative Review. Probably will only look at the records for the current year but…could expand further.

56. Program Integrity USDA wants Viable, Capable and Accountable Sponsors
Serious Deficiency Process
Program Integrity
The CACFP may be a Federal Program, BUT it is a VOLUNTARY Program.
A Sponsorship is not automatically entitled to a money just because they are running a child or adult care center
There are strings attached there are regulations to follow They are required records to keep. . .
The Federal Government has done inspections of the CACFP in past years and have found major problems.
USDA has issued new Program regulations to follow, and these relate to additional training of staff, additional monitoring of sites and additional requirements for State Agencies.
States are now required to more closely look at Sponsors PRIOR to approving Applications and are now required to review more closely for meeting the regulations.
States are also required to follow a certain process if the reviews reveal major problems that the regulations call “serious deficiencies”.
USDA Regional Offices and Federal Offices check the States to ensure that Sponsors who are not capable of operating the CACFP are removed from Program participation.

57. on the Serious Deficiency Process
HANDOUT
on the Serious Deficiency Process
Serious Deficiency
During an administrative review a staff specialist may discover that a Sponsor has a Serious Deficiency.
USDA defines a Serious Deficiency as a violation of program regulations that brings into question a Sponsors ability to operate the CACFP.
A Serious Deficiency can be discovered through an administrative review or an audit, or from a complaint or other notice of civil or criminal action that a Sponsor is in serious noncompliance with program regulations, whether or not fraud is involved.
State Agencies must follow through with what is call the Seriously Deficient Process when conditions like this arise.
…is a violation of program regulations which brings into question a Sponsors ability to operate the CACFP
-financial viability
-organizational capability
-internal controls

58. Once A Serious Deficiency Has Been Identified ...
Notice sent to Sponsor
Corrective Action
(The SA requires specific corrective actions needed)
Evaluation
(The SA reviews descriptions
of new procedures, edit
checks & staff training)
Resolution
(Closure or Termination)
Serious Deficiency Steps
Serious Deficiency (SD) identified
Notice Sent to Sponsor
Sponsor’s Corrective Action(s) reviewed
Sponsor corrects problem OR does not correct problems and is terminated from the program
Appeal Process held
No resolution –terminate agreement-place Sponsor on National Disqualified List

59. Institution and Individuals
Principals
(Officers, Directors, Owners,
Contact Person named on
Application, Key employees,
Controlling stock holders)
“Responsible Authority” (on Permanent Agreement)
Board of Directors
Others who knew or should have known
Others involved or responsible for problems
This is just a list of some of the persons that may receive the Serious Deficiency Notice.
You will be required to submit information about the persons on your Board of Directors as part of the application process.
That is so we have that information on file if we need it to send out a Serious Deficiency Notice.
Fortunately, this does not happen very often.

60. Why Is the Serious Deficiency Process Important?
Work together to preserve the CACFP
Demonstrate that we can fix our problems
Read slide

61. Closure to Serious Deficiency
Successful
Corrective Actions addressed the problems
Close the record
Corrective Actions must be maintained
Not successful
Corrective actions did not correct the problem or did not occur within given time frame
Termination from CACFP

62. Termination Taken off program No more reimbursement
for meals or snacks
Cannot participate in other USDA Nutrition Programs
Will be placed on a national list to disqualify participation

63. What Can or Cannot be Appealed
What can be appealed?
Actions negatively affecting a sponsor’s payment
Actions negatively affecting a sponsor’s participation
Termination
What cannot be appealed?
A determination of serious deficiency
Being named individually
Requirement to correct a serious deficiency
Imposing a cap on future growth

64. State Reviews, Training and Technical Assistance
This section will let you know about the role of the State Agency and the CACFP. . .
We will conduct pre-approval visits, on-site reviews,
Provide workshops on Basic Recordkeeping and a workshop for cooks Food Service.
We provide technical assistance when we are on-site, and also over the phone. Even if the reviewers are not in the office to answer your calls, there are people on our Applications and Claims Team that are very knowledgeable about CACFP operations and can answer your questions about approving income sheets, revising applications or entering your claim.
Don’t be afraid to call and ask questions
On-site Reviews
Training
Technical Assistance

65. What’s checked during a State Agency Review?
Claim for Reimbursement
HIS
Menus / Meal Service
Other required documents
Review timeframes:
within first year, then every 3 years
will conduct follow-up reviews if needed
All Facilities that operate the CACFP will be subject to an Administrative Review of the program by the Minnesota Dept. of Education, Office of Compliance and Assistance, Food and Nutrition Service – once every 3 years.
What will be evaluated?
Monthly Claim (meal counts and attendance records)
FSIDS (eligibility data – ABCs)Menus / A Meal Service / FPR’s / Diet Statements / Sanitation
Other required documents (civil rights forms, training, monitoring, etc.)
Review timeframes:
FNS will conduct 1st review within first year of operation and then every 3 years.
FNS will conduct follow-up reviews as needed

66. State Training & Technical Assistance
Classes
Record keeping
Food Service
Technical Assistance
Phone (reviewers &
Apps and Claims Team)
Pre-approval visits &
during on-site reviews
There are different training opportunities offered by FNS. Most are now webinars, some will be held at MDE in Roseville.
Notification of workshops via Listserv / and also listed on the calendar on the FNS website.
We can provide you with Technical Assistance over the phone or . We will also provide one-on-one assistance during a pre-approval visit or on-site review.
Our Apps and Claims team can also answer your questions related to those areas or help you with CLiCs questions.

67. Applications and Claims
HANDOUT Request User ID/Password and Delete
On-line System
APPLY FOR CN PROGRAMS
CLiCs is the “Administrative Area” of our Food and Nutrition Web pages where Sponsors, may:
complete an APPLICATION to operate a Child Nutrition Program like the CACFP or
submit a MONTHLY CLAIM for reimbursement
Sponsors must use a: Special User ID and Password to gain access to this administrative area.
&
SUBMIT CLAIMS
Note: The CLiCS program administration area is best viewed using:
Internet Explorer 6.0 or above
Netscape 6.0 or above (the latest version available is 7.0) or
Mozilla Firefox version 1.0

68. Preparing a CACFP Site Claim
Collect meal count & attendance records from each center
To Prepare a CACFP Site Claim your administrative office will need to:
1. Collect meal count and attendance records from each classroom and report the following for each site:
Total Meals Served by Type (i.e. breakfast, lunch, snacks)
Average Daily Attendance [Total Attendance ÷ Operational Days]
Number of Days Served
Total Meals Served by Type
(i.e. breakfast, lunch, snack)
Average Daily Attendance
Number of Days Served

69. Deadlines for Submitting Claims
HANDOUTS :
1. Claim for Reimbursement Due Dates
2. Reimbursement Processing Dates
Submit an Original Claim within 60 days
Submit an Adjusted Claim within 90 days
Monthly claims must be submitted within 60 calendar days after the end of a reporting month (the 60 days does include weekends and holidays).
Another 30 days is allowed beyond the original 60 days for adjustments to be made to a claim.
Claims are processed every Friday, so payment is made by the following Monday.

70. Something still puzzling you?
Did we answer all of your
questions today?
Payments or Claims
Record- keeping
If you have any questions or concerns please contact your Program Manager in charge of CACFP.
Food Service
Policies Regs.

71. Contacting the State Office
Food and Nutrition Service:
Telephone # or
Fax # (main fax)
# (compliance)
address:
Website address:
Click on Learning Support and then
Click on Food and Nutrition Service

72. …Thank you for attending
CACFP Training
…Thank you for attending