Administrative Update for Early Head Start and Head Start Programs

Administrative Update for Early Head Start and Head Start Programs

Alaska Child and Adult Care Food Program

August 14, 2014

Required for FY 2015

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USDA – Child and Adult Care Food Program

Legislation Regulations Instructions Policy Memos

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Legislation – latest is the Healthy Hunger Free Kids Act of 2010

Regulations Code of Federal Regulations Title 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, 226.20

Parts of 226 that you may be interested in: .2 Definitions .15 Institutional provisions .16 Sponsoring Organization provisions .17 Child care center provisions .17a At-Risk afterschool care center prov. .20 CACFP Meal Requirements

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From Regulations:Basic Requirements

Tax exempt or meet for-profit require. New applications and renewals req. 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 & eligibility Daily attendance & meal counts Daily meal counts for adult program staff Invoices/receipts/records of costs and of

income Claims submitted within timeframe

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Recordkeeping, cont.

Receipts of program payments from EED

Documentation of meals served (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

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FNS Instructions Posted on CNP website Provide guidance

Ie. FNS Instruction 796-2 Rev. 4– Financial Management in CACFP

Updated this year! Good resource

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

Policy Memos can be found on USDA website:

http://www.fns.usda.gov/cnd/care/Regs-Policy/PolicyMemoranda.htm

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Update & Renewal for FY2015

Update annually & renew every 3 years Database Updates & Renewals due

October 1st Forms due October 1st

Except the NPFS Financial Report One Month Attendance Report(if you also

have a child care)

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Child Nutrition Program (CNP)Database

FY2015– Renewals/Updates Handout on CNP yearly update Uploading claims to CNP

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Type in URL address – http://www.eed.state.ak.us/tls/cnp/

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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 for

sponsoring orgs – more than one site) Attachment C Attachment D Cycle Menus Vended Meal Agreement (if applicable)

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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

One Month Attendance Report – NEW!! (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 when you complete this report 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 Total Attendance

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Claim for Reimbursement cont.

Total Attendance for Month Add all children throughout the month Duplicated number

Type this number on line 6 The database will compute Average Daily

Attendance (ADA) on line 7

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Costs entered on sponsor claim sheet

All costs must be approved prior via Budget Actual costs for food, non-food, labor (no guesses) Only CACFP on receipts – do not include non-CACFP on same receipt Note food or non-food amount on each receipt System for compiling to accurately submit expenses on monthly claim

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Claims by site What to do if you haven’t received all

paperwork for all of your sites? Database requires you to have 75% of your sites

submit claims If site not claiming for a month:

Go into site information sheet & revise to un-check the month, then submit for approval

If you haven’t started the claim the site will not show up – if you have touched the site claim we will have to delete at the state agency

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CACFP Training by state

Annual attendance is required Need Civil Rights training yearly May be found Seriously Deficient for

non-attendance at annual state training

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Annual Civil Rights Training

Two options: PowerPoint on the CNP website: http://education.alaska.gov/tls/cnp/CRR.html

Or distance training through eLearning site:http://education.alaska.gov/ELearning/

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CNP Administrative Reviews

At least every 3 years More often if :

follow-up is needed State CNP needs to meet 33.3%

requirement

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Core Review ElementsEnrollment & Eligibility

Enrollment forms – NEW!! CACFP information required on

enrollment forms Name Date of birth Normal days and hours of care Meals normally eaten Parent signature

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Core Review ElementsEnrollment & Eligibility

License posted if licensed center & within capacity

Attendance Records Where do you take attendance? Most issues come with lack of good

attendance 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)

Who is paying for these meals since they are not USDA meals? HS reimburse CACFP? Food costs not included in CACFP food costs?

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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 must be on file 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

or include on enrollment form

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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

More infant training on CNP website:http://education.alaska.gov/tls/cnp/CACFP3.html

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Core Review ElementsVended Meals

Intent to contract to EED prior to setting up contract

Approved (by EED) contract on file Menus/recipes/CN labels – provided

by vendor and available on review Who creates the menus? What do you do if not meeting CACFP or

HS standards?

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Core Review ElementsVended Meals continued

Daily vendor receipts Time/temperatures documented on

receipt daily Items delivered & quantities

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 or reason why not 50% 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 ElementsNon-Profit Food Service cont.

Must be on approved budget Food receipts match menu Reimbursement is used for CACFP

Food Non-food Operational Costs Operational Labor (actual time spent) Administrative & Administrative Labor

Actual time spent Cannot exceed 15% of total reimbursement

Not used for other center programming

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Procurement

We will check your procurement records

Procurement in CACFP/SFSP PowerPoint

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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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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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All CNP CACFP training presentations will be available on CNP website


CACFP Training Agenda Template available on CNP website


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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-Updates

Check attendance & enrollment with meal counts

Each classroom (use addendum if needed)

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Core Review Elements 5 Day Reconciliation - UPDATED

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: 7/29/14 Attendance: 25 Enrollment: 35 Meal Count: 24Day 2 Date: 7/30/14 Attendance: 20 Enrollment: 35 Meal Count: 24Day 3 Date: 8/3/14 Attendance: 23 Enrollment: 35 Meal Count: 23Day 4 Date: 8/4/14 Attendance: 25 Enrollment: 35 Meal Count: 24Day 5 Date: 8/5/14 Attendance: 22 Enrollment: 35 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 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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UpdatedNon-discrimination Statement

The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)

f you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected].

Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800)845-6136 (Spanish).

USDA is an equal opportunity provider and employer.

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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) 2015

August/September 2014

October 1, 2014

November 10, 2014

October 1, 2014 – September 30, 2015

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CACFP ResourcesCACFP Resources

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State of Alaska Child Nutrition Programs

http://education.alaska.gov/tls/cnp

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USDA CACFP

http://www.fns.usda.gov/cacfp/child-and-adult-care-food-program

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USDA State Sharing Center

http://healthymeals.nal.usda.gov/state-sharing-center-0

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http://teamnutrition.usda.gov/childcare.html

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http://teamnutrition.usda.gov/Resources/childcare_recipes.html

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http://teamnutrition.usda.gov/Resources/feeding_infants.html

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National Food Service Management Institute

http://www.nfsmi.org/

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http://www.nfsmi.org/ResourceOverview.aspx?ID=488

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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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For More Information

Ann-Marie MartinCACFP Coordinator

(907)[email protected]

Alexis Hall

Education Program Assistant

(907) 465-4969

[email protected]

Early Head Start & Head Start

Administrative Update FY15

Alaska Child and Adult Care

Food Program