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Administrative Update for Early Head Start and Head Start Programs
Alaska Child and Adult Care Food Program
August 6 & 7 , 2013
Required for FY 2014
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USDA – Child and Adult Care Food Program
Legislation Richard B. Russell National School Lunch
Act 1946 Amended through P.O. 111-296 12/13/10
Child Nutrition Act of 1966 Amended through P.L. 111-296 12/13/10
Healthy, Hunger-Free Kids Act of 2010 12/13/10
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Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation
Numerous Family Day Care Home changes Expansion of the At-Risk Afterschool Care
Meals in CACFP Categorical eligibility of foster children Privacy in regards to SS numbers Varied timing of unannounced reviews Water availability Nutrition requirements of fluid milk
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Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation
FUTURE: New Meal Patterns!!! Updated Meal Patterns in ??????
Dietary guidelines and WIC Will go into effect at a later date
Moving Towards: Limits on juice Vegetable and fruit at lunch/supper Number of starchy vegetables per week Age bracket changes (infants and up)
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USDA – Child and Adult Care Food Program
Regulations Code of Federal RegulationsTitle 7
Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226
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7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a, 226.19
Definitions Institutional provisions Sponsoring Organization provisions Child care center provisions At-Risk afterschool care center prov. Outside school hours care center prov.
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From Regulations:Basic Requirements
Tax exempt or meet for-profit require. New applications and renewals Accept final administrative and
financial responsibility Provide adequate supervisory &
operational personnel Pre-approval visits for all facilities Recordkeeping – outlined on next slide
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Recordkeeping
Application & supporting docs Enrollment & income eligibility Daily attendance & meal counts Daily meal counts for adult staff Invoices/receipts/records of costs and
income Claims submitted within timeframe
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Recordkeeping, cont.
Receipts of program payments from EED
Menus, recipes, recipe analysis, production records
Monitoring records Training sessions (& attendance at
training of monitors) Non-profit food service
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Basic Requirements, cont.
Perform edit checks prior to claim submission Have daily records available Meal type approved 2nd person double-check counts, if menus
are creditable (children/infants/allergies), attendance is being completed
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Basic Requirements, cont.
Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions,
& guidance Ensure WIC material available Make payments to sub-recipients
within 5 working days of receipt from EED
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USDA – Child and Adult Care Food Program
FNS Instructions Posted on CNP website Provide
guidance Ie. FNS Instruction 792-2 – Financial
Management
http://education.alaska.gov/tls/cnp/CACFP6.html
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USDA – Child and Adult Care Food Program
Policy Memos Distributed through Alaska Bulletins
and USDA website Guidance on specific topics
CACFP 11-2013 Q&A Head Start
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Update & Renewal for FY2014
Update annually & renew every 3 years
Database Updates & Renewals due October 1st
Forms due October 1st Except the
NPFS Financial Report 30-day study (if you also have a child care)
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Child Nutrition Program (CNP)Database
FY2014– Renewals/Updates Handout on CNP yearly update Uploading claims to CNP
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Child Nutrition Program (CNP)Database
Type in URL address – http://www.eed.state.ak.us/tls/cnp/
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Child Nutrition Program (CNP)Database
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All Programs Update Yearly
Submit to the state agency by October 1st
Management Plan (if updated) Attachment A & B (Budget sheets) Attachment C Attachment D Cycle Menus Vended Meal Agreement
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Central Contract Registry (CCR)
All recipients of federal funds must register on CCR
Update or renew annually Need a Data Universal Number
System (DUNS) number to register
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All Programs Update Yearly
Submit to the state agency by November 10th
Non-Profit Food Service (NPFS)Financial Report
Rate % Certification Statement & back-up (if you also have a child care center)
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Non-profit Food Service Financial Report
Best Practice:
Food costs = or > than 50% of reimbursement
If you don’t meet this submit an explanation with form as to why you are not spending at
least 50% of reimbursement on food
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Non-profit Food Service Financial Report continued
Print out all back-up and keep in your files
Report from your accounting system What system do you use? What report dates are you using?
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Cash vs. Accrual Accounting
Cash = expenses & income reported when paid/received
Accrual = expenses & income recorded when incurred
End of year you’ll use accrual (costs & income in September for September)
Non-Profit Food Service
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Non-profit Food Service Financial Report (due no later than Nov 10th)
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Additional Documents for Renewal (every 3 years)Submit to the state agency by October 1st: Recipes & recipe analysis Organizational Chart
And if the following have changed: Outside Employment Policy Mission Statement Non-discrimination Statement
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Claim for Reimbursement
Due no later than 60 days past the end of claim month Needs to be in PENDING APPROVAL by due
date (see claim calendar) Additional 30 days for upward amendment for
total of 90 days past end of claim month On-line claim must be submitted by
authorized representative Requires Average Daily Attendance (ADA)
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Average Daily Attendance (ADA)
Add all children throughout the month duplicated
Divide by number of claiming days in month
Example: 6 days 10; 15; 25; 12; 14; 17 = 93 93 divided by 6 = 15.5 (ADA is 16)
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CACFP Training by state
Annual attendance is required
If new administrator they must attend the next CNP training
Offered through distance delivery May be found Seriously Deficient for
non-attendance at annual state training
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Annual Civil Rights Training
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CNP Administrative Reviews
At least every 3 years More often if :
follow-up is needed CNP needs to meet 33.3%
requirement Review does not necessarily match
your Renewal Year
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Core Review ElementsEnrollment & Eligibility
Enrollment forms License posted if licensed center &
within capacity Attendance Records WIC information posted
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Core Review ElementsMeal Counts Point of Service meal counts
Count by child’s name (most reliable and you can verify w/attendance)
Consistent counting methods Consistent compilation of counts Double-check system in place prior to
submission to state
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Core Review ElementsMeal Counts
Attendance should not be used for meal counts
Meal count at point of service on separate sheet
Meals not reimbursed if meal count is not current
Avoid counting at end of meal – when children have left the table it’s too late!
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Core Review ElementsMeal Counts
Procedure to ensure non-reimbursable meals not claimed
Program adult meals counted (not claimed)
Non-program meals counted (not claimed)
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Core Review ElementsMeal Observation
Meal Service Portion sizes Creditable components Type of meal service implemented
correctly Family Style Pre-plating
Eating environment POS Meal Counts Health & Safety
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Core Review ElementsMenu Records & Meal Pattern
Cycle menus HM & CN listed & actual doc on file Variety of cycle menus for the year Variety of foods served
Working menus Recipes with analysis for serving sizes
Need recipes even if you have production records Production records (if using) Medical statements
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Core Review ElementsInfant Feeding
Infant = 0 through the 11th month Have to offer to all program participants
– cannot exclude infants Procedure for double-check that meals
are creditable before claiming Separate Infant menu/meal counts Formula/Feeding selection forms on file
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More notes on Infant Meals
Imperative to train staff well Use new infant menu/meal count
sheets Double-check and only claim if meals
are creditable for age
We’ll talk more about infants later
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Core Review ElementsVended Meals Approved (by EED) contract on file Menus/recipes/CN labels – provided by
vendor and available on review Daily vendor receipts Time/temperatures documented on receipt
daily Vendor receipts = end of month invoice – who
checks this?? Back-up system
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Core Review ElementsNon-Profit Food Service
Costs are accountable (food/non food are different ledger accounts)
Costs match or exceed reimbursement Food Costs = or > than ½ the
reimbursement Food receipts match menu Reimbursement is used for CACFP
Food costs & Operating costs Not used for other center programming
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Core Review Elements CACFP Staff Training
Annual CACFP training must be conducted
Annual Training File must include: Agenda with all topics listed:
Attendee names & signatures Date of training Location of training Any materials used in training (keep together)
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Core Review Elements CACFP Staff Training
New Employee CACFP training must be conducted New Employee Orientation sheet
Agenda with all topics listed: Attendee names & signatures Date of training Location of training Any materials used in training (keep together)
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Training issues
What are your training issues?
What has worked well for training staff?
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Core Review Elements CACFP Staff Training
All CNP CACFP training presentations will be available on CNP website
http://education.alaska.gov/tls/cnp/CACFP3.html
CACFP Training Agenda Template available on CNP website
http://education.alaska.gov/tls/cnp/CACFP2.html
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Core Review ElementsSite Review (site-monitoring)
At least 3 times a year No more than 6 months between Timely corrective action (document) If new site – must do:
Pre-approval visit 1st site visit within 4 weeks of open
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Core Review ElementsSite Review (site-monitoring)
Form available on web Monitor one meal type Visit each classroom Summary at the end must be completed 2 signatures Complete 5-day reconciliation
Check attendance & enrollment with meal counts Each classroom (use addendum if needed)
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Core Review Elements 5 Day Reconciliation
14. Do daily attendance records support the meal counts for the day of review & prior 4 days? (Complete a 5-day reconciliation below)
Meal Verified: __Breakfast XXLunch/Supper __Snack (AM/PM/Eve)Day 1 Date: 7/29/12 Attendance: 25 Meal Count: 24Day 2 Date: 7/30/12 Attendance: 20 Meal Count: 24Day 3 Date: 8/3/12 Attendance: 23 Meal Count: 23Day 4 Date: 8/4/12 Attendance: 25 Meal Count: 24Day 5 Date: 8/5/12 Attendance: 22 Meal Count: 22
Document last 5 days
•Attendance (from actual sign in/sign out)
•Enrollment (are all children enrolled?)
•Meal Count Sheets
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Core Review ElementsUnaffiliated Sites
Acknowledgement on file Sponsor/site agreement on file Administrative costs of sponsor are
documented accurately Disbursement of funds within 5 days Procedures in place for oversite
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Core Review ElementsCivil Rights Requirements Justice for All poster(s) displayed Racial/ethnic count noted by reviewer Your procedure on collecting
racial/ethnic data you submit yearly on CNP web
No discrimination taking place Complaint procedures understood
Write down your complaint procedure
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Core Review ElementsCivil Rights Requirements
Non-discrimination statement Long Version Website Newsletters Menus (short version okay) Parent Policies
This is what some programs forget
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Non-discrimination Statement
In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. (Not all prohibited bases apply to all programs).
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-@, Whitten Building, 1400 Independence Avenue, SW, Washington, DC20250-9410 or call (202) 720-5964 (voice and TDD).
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Non-discrimination Statement short version
This institution is an equal opportunity provider and employer
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Core Review ElementsHealth Safety & Sanitation
State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI) Food Worker Cards -3 years Certified Food Protection Manager
(CFPM) – 5 years
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Core Review ElementsHealth Safety & Sanitation
Documentation Copies of FW cards Copies of FW test completion Certified Food Protection Manager
certificate Documentation of correspondence or
enrollment for next CFPM training
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Core Review ElementsSanitation
Food Storage Refrigerator/Freezer (age of food/ temps/cleanliness) FIFO
Food Handling Practices Preparing Serving
Dishwashing/garbage Safe Food Handling
Time/Temperature Proper use of Gloves
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Core Review ElementsProgram Administration Paperwork is organized and accessible Records & accounts available Confidentiality of participant information Correspondence/guidance with EED Permanent Agreement with EED Management Plan on file & updated
Now this is required yearly
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Follow-up Reviews
May be unannounced Target corrective action issued, but may
be more comprehensive Checking for Permanent Corrective
Action Needs to be permanent – or move through
Serious Deficiency Process
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Corrective Action
If findings on Administrative Review May be found Seriously Deficient (letter will
be sent to you) Corrective Action given 2 weeks to submit documentation If you need another week, contact CNP
ahead Can be found SD if late on corrective action
submission
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Serious Deficiency in CACFP
226.6(c)(2) and 226.6(c)(3) Submission of false information Permitting an individual on NDL list to
serve in a principal capacity Failure to operate Program in
conformance with the performance standards 226.6(b)(1)xviii) & (b)(2)(vii)
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Serious Deficiency cont.
Failure to comply with bid procedures & contract requirements
Failure to maintain adequate records Failure to adjust meal orders Claiming reimb. for meals not served Claiming meals that do not meet
requirements
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Serious Deficiency cont. Use of a food service vendor that is in violation
w/ health codes Failure to properly train or monitor facilities Failure to perform any of the other financial
& admin. Responsibilities ie. Late submission of update/renewal
Any other action affecting the institution’s ability to administer the Program
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Potential Termination from CACFP
If Corrective Action is not Permanent Institution may be found out of
compliance Serious Deficient (if not found SD in the
past) Notice of Termination (if already SD on
this issue) with Appeal Rights
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CACFP Fiscal year (FY) 2014
August/September 2013
October 1, 2013
November 10, 2013
October 2013 – September 2014
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CACFP ResourcesCACFP Resources
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National Food Service Management Institute
http://www.nfsmi.org/
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http://www.nfsmi.org/ResourceOverview.aspx?ID=87
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Let CNS know if you would like a copy
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http://teamnutrition.usda.gov/childcare.html
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http://teamnutrition.usda.gov/Resources/nibbles.html
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http://teamnutrition.usda.gov/Resources/childcare_recipes.html
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http://teamnutrition.usda.gov/Resources/buildingblocks.html
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http://teamnutrition.usda.gov/Resources/feeding_infants.html
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Health Safety & Sanitation Resources
DEC or Muni
DEC CFPM Training Available:http://www.dec.state.ak.us/eh/fss/training/cfpm.html
Muni Information Available:http://www.ci.anchorage.ak.us/healthesd/sanity.cfm
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Early Head Start & Head Start
Administrative Update FY14
Alaska Child and Adult Care
Food Program
