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Menu Record Requirements

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1 Menu Record Requirements
4/08 Menu Record Requirements After School At-Risk Meals and Snacks Programs

2 Menu records must support the Claim for Reimbursement
7 CFR Part 226 “…each institution shall certify …that records are available to support the claim…Failure to maintain such records shall be grounds for the denial of reimbursement for meals…”

3 Menu Record Requirements
Why are menu records required? Certify each meal claimed contains all required components in at least the minimum quantity required

4 Menu Record Requirements--Overview
4/08 Menu Record Requirements--Overview Food receipts to substantiate food on menus Working menus showing food actually served CN labels or Product labels for commercial combination foods or Manufacturer’s Product Analysis Sheet if no CN Label on product Recipes for homemade combination foods Mention term “dirty menus"

5 Food Receipts When program purchases food & prepares meals:
Dated receipts (make sure date is legible) Only CACFP food on receipts, or foods purchased for other purposes clearly marked Non-Food costs noted Vended Meal programs need: Daily Vendor Receipts for all meals Invoices showing charges for CACFP meals Contract showing price per meal determination

6 Menu Documentation Requirements
Site location Date menu is served All food items actually served (include substitutions) For ODE review of menus: Notation for homemade combination foods (HM) Notation for commercial combination foods (CP)

7 Menu Record Requirements
4/08 “Working” Menu All food items actually served must be documented on “working” menu: Milk served at all meals when it is a required component (Supper) Any meal pattern component food(s) substituted Actual food, not food group (example: peaches, not “fruit”) Actual foods served on “Cooks Choice” days Add handouts of sample menu styles Discuss printed menu vs working menu

8 “Planned” vs. “Working” menu
Planned Menu: • Market your nutrition program • Control food cost – efficient shopping tool • Nutrition overview of week/month • Review for compliance with meal patterns Working Menu: • Required documentation • Show actual foods served (purchasing/delivery changes) • Assure meals claimed are reimbursable (review before preparing claim)

9 Cycle Menus are recommended
A cycle menu is a series of planned menus, written in advance and repeated on a regular rotating schedule. Recommendation: Four - six week cycle of menus Requirements: Cycle menus must be dated when used (document the week the menu is served) Must have “working” (“dirty”) version of each menu showing all changes to planned menu - include actual food items served each day

10 Menu Record Requirements
4/08 Combination Foods ►Combination foods – Menu items that contain foods from more than one meal pattern component group: ● Commercially manufactured ● Homemade ► Combination foods can only count for 2 components in the meal ► Combination Foods supporting documentation is required: ● Recipes for homemade combination foods ● CN labels or Manufacturer’s Product Analysis Sheet for commercial combination foods if not CN labeled ● Product labels for Commercial Combination Foods with Standards of Identity Study Questions: What types of food require either a CN Label or a Manufacturer’s Product Analysis Sheet? Would a breaded fish stick need a CN Label or Manufacturer’s Product Analysis Sheet to be creditable?

11 CN Labeling Federal USDA labeling program for the Child Nutrition Programs – manufacturer’s submit product formula to USDA for crediting Only products analyzed & approved by USDA can make CN Labeling claims regarding crediting CN Label provides a warranty against audit claims, if used according to the manufacturer's directions stated on the CN Label

12 Child Nutrition (CN) Labels
Distinct label on the product certifying the contribution of each meal pattern component in the product. Printed on the product’s packaging in this format: Refer to Big Red, Page 23.12

13 CN Labels Only need 1 CN Label on file for product, even if serve multiple times Check to make sure CN label on file applies to product actually being served Only counts for 2 components, even if crediting information given for 3 components

14 Manufacturer’s Product Analysis Sheet (MPAS)
Menu Record Requirements 4/08 Manufacturer’s Product Analysis Sheet (MPAS) If serving commercially prepared combination food without a CN-label: must have MPAS on file showing meal pattern contribution: ● Difficult to obtain ● Not the product label or Nutrition Facts ● Must contact the manufacturer to obtain Remove negative language and give correct information on how to obtain.

15 Manufacturer’s Product Analysis Sheet (MPAS)
Must be an official statement from the manufacturer showing the formulation of the product, the amount of each ingredient credited toward a pattern component A description of all ingredients, i.e. grain products must be specified whole grain or enriched; The ingredient weight per serving of each ingredient to be credited; The weight of ingredients specified as raw or cooked weight; The weight or volume of the product serving size, or the number of pieces per serving.

16 Memorandum: September 2, 2005
Commercial Combination Foods with Standards of Identity The Food Buying Guide for Child Nutrition Programs, Nov 2001 edition, provides meat/meat alternate crediting info for some standardized combination foods Handout, Memo 9/2/05

17 Combination Foods with Standards of Identity
To credit commercial combination foods in the without a CN label or MPAS: The name of the food on the product label must exactly match the name of the product listed Must maintain on file an actual product label or photocopy of the product label showing the name exactly matches The product is credited for the meat/meat alternate only (except for breaded fish products)

18 Combination Foods with Standards of Identity
Example: Chili con Carne with Beans FBG states: ¾ cup provides 1 oz m/ma 1 ½ cups provides oz m/ma

19 Homemade Combination Foods Need Recipes
Must have a recipe on file showing meal pattern contribution component ingredients: ● Homemade combination foods made in Sponsor’s own kitchen(s) ● Homemade combination foods made by a vendor you purchase meals from

20 Use USDA Recipes whenever possible –
- Crediting information is provided for each recipe - No other documentation is required

21 Section 1 Working With Recipes Ingredients Portion Size Yield Adjusting Recipe Yields Section 2 Information Cards Weighing & Measuring Ingredients Common Weights & Measures Tables Can Sizes Substituting Ingredients

22 USDA Recipes for Child Nutrition Programs
Updated recipes from the 1988 Quantity Recipes for School Food Service and the 1995 Tool Kit for Healthy School Meals Edited and reflect the changes made in the newest edition of the Food Buying Guide for Child Nutrition Programs. Available on the Web--from NFSMI

23 Adjusting USDA Recipe Yields
Recipes in USDA Child Care Recipe manual are developed to produce 25 servings or 50 servings. If you need to make a different number of servings, you can change the number of servings without changing the crediting information* Number of servings you want to make Number of servings USDA recipe makes = Factor (number you will use to multiply each ingredient in USDA recipe) * When recipes are adjusted using this method, the portion size stays the same and the crediting information is still accurate.

24 Menu Record Requirements
4/08 To increase the number of servings in a USDA recipe**** Calculate the factor you will use to increase each ingredient: Number of servings you want to make Number of servings USDA recipe makes Factor (number you will use to multiply each ingredient in USDA recipe) = Example: USDA Recipe for Vegetable Frittata makes 25 Servings. You want to make 35 servings You want to make 35 servings USDA recipe makes 25 servings 1.4 (number you will use to multiply each ingredient in the USDA recipe) = ****The portion size stays the same so the creditable amount of components in each portion is accurate. (Handout)

25 Multiply each recipe ingredient by 1.4
Example: 35 (number of servings you want to make) = (Factor) 25 (number of servings USDA recipe makes) Multiply each recipe ingredient by 1.4 35 x 1.4 4.55lb x 1.4 8.4 oz x 1.4 18.2 oz (Handout)

26 Homemade Combination Foods, must have written recipe on file
Recipes must include: Name of the recipe (must match name on the menu) List all ingredients with weight or volume Form of the ingredient Serving Size (must be a reasonable size) Yield (total # of servings, or total bulk amount) Component Contribution (two maximum) CN Label or MPAS (when an ingredient is a commercial product with more than one component)

27 Food Crediting Standard Reference Tool
Menu Record Requirements 4/08 Food Crediting Standard Reference Tool Official reference manual to determine the number of servings of meal pattern components in foods as purchased ODE uses to determine creditable amount of meal pattern component foods in recipes Move this to the front of the food section

28 Food Crediting Standard Reference Tool
Sponsors use to document creditable servings sizes in recipes, purchased foods. Example: Ham, fully cooked, ready to eat boneless w/water added, 1 lb. yields .82 lb cooked lean meat

29 Food Buying Guide is available on the Web—see address below
Pen and Ink Changes— Refer to April 19, memo Order form is in your packet or see ordering info on the Web (Handouts—2)

30 New Mexico Food Purchasing and Production Guide
Reference for sponsors who prepare to 100 servings (in increments of 5 servings) Available on the web—see address below

31 Menu Record Requirements
4/08 ODE Recipe Form Optional form, documents all required recipe information. If Sponsor uses own form, must document all required information. Change this form (Handout)

32 Documenting Recipes: Most important
Documenting Recipes: Most important! Document on recipe form what you actually do when making the recipe & number of servings recipe makes

33 After writing down recipe as you make it, find crediting info in USDA Food Buying Guide for components

34 Sample 2-week Supper Cycle Menu
January 2007 Monday Chicken nuggets** CN label Sweet potatoes I-12 Green salad Bread & butter Milk Tuesday Egg salad sandwich F10 3 bean salad E-4 Vegetable soup H-11 Wednesday Cheese pizza D-23a Cherry tomatoes Spinach salad Thursday Beef & rice casserole D-7 Glazed carrots I-12a Apple wedges Friday Submarine Sandwiches** (recipe) Pineapple tidbits Carrot sticks Monday Pizza Burger F-6 Broccoli w/ranch dip Tomato slices Tuesday Bean burritos D-21 Chopped lettuce & tomato Tangerine sections Wednesday Spaghetti with meat sauce** Cole slaw E-9 Grapes Thursday Tuna Melt F-1 Orange slices Oven fries I-5 Friday Vegetable lasagna D-27 (Handout)

35 Activity: Find the Menu Problems
Find Handout in your packet Work with one or more classmates to find any errors with the sample menus—take a couple of minutes We’ll review answers as a group (Handout)

36 Menu Record Requirements
4/08 The End

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