Administrative Update for Early Head Start and Head Start
ProgramsAlaska Child and Adult Care Food Program
August 14, 2014
Required for FY 2015
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USDA Child and Adult Care Food
ProgramLegislationRegulationsInstructionsPolicy Memos
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USDA Child and Adult Care Food ProgramLegislation latest is the
Healthy Hunger Free Kids Act of 2010RegulationsCode 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, 226.20Parts 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 RequirementsTax exempt or meet for-profit
require.New applications and renewals req.Accept final
administrative and financial responsibilityProvide adequate
supervisory & operational personnelPre-approval visits for all
facilitiesRecordkeeping outlined on next slide
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RecordkeepingApplication & supporting docsEnrollment &
eligibilityDaily attendance & meal countsDaily meal counts for
adult program staffInvoices/receipts/records of costs and of
incomeClaims submitted within timeframe
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Recordkeeping, cont.Receipts of program payments from
EEDDocumentation of meals served (Menus, recipes, recipe analysis,
production records)Monitoring recordsTraining sessions (&
attendance at training of monitors)Non-profit food service
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Basic Requirements, cont.Perform edit checks prior to claim
submissionHave daily records availableMeal type approved2nd 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
stateProper commodity utilizationRecord retention 3+ current
yearComply with regulations, instructions, & guidanceEnsure WIC
material available
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USDA Child and Adult Care Food ProgramFNS InstructionsPosted on
CNP website Provide guidanceIe. FNS Instruction 796-2 Rev. 4
Financial Management in CACFPUpdated this year! Good resource
http://education.alaska.gov/tls/cnp/CACFP6.html
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USDA Child and Adult Care Food ProgramPolicy MemosDistributed
through Alaska Bulletins and USDA websiteGuidance on specific
topicsCACFP 11-2013 Q&A Head StartPolicy 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 FY2015Update annually & renew every
3 yearsDatabase Updates & Renewals due October 1st Forms due
October 1st Except the NPFS Financial ReportOne Month Attendance
Report(if you also have a child care)
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Child Nutrition Program (CNP)Database
FY2015 Renewals/UpdatesHandout on CNP yearly updateUploading
claims to CNP
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Child Nutrition Program (CNP)DatabaseType 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 1stManagement Plan (if
updated)Attachment A & B (Budget sheets for sponsoring orgs
more than one site)Attachment C Attachment DCycle MenusVended Meal
Agreement (if applicable)
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Central Contract Registry (CCR)All recipients of federal funds
must register on CCRUpdate or renew annuallyNeed 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 ReportOne Month
Attendance Report NEW!! (if you also have a child care center)
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Non-profit Food Service Financial ReportBest Practice:
Food costs = or > than 50% of reimbursement
If you dont 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 continuedPrint out all
back-up when you complete this report and keep in your filesReport
from your accounting systemWhat system do you use?What report dates
are you using?
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Cash vs. Accrual Accounting
Cash = expenses & income reported when paid/receivedAccrual
= expenses & income recorded when incurredEnd of year youll 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
analysisOrganizational Chart
And if the following have changed:Outside Employment
PolicyMission StatementNon-discrimination Statement
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Claim for ReimbursementDue 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 monthOn-line claim must be submitted by
authorized representativeRequires Total Attendance
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Claim for Reimbursement cont. Total Attendance for Month Add all
children throughout the monthDuplicated number
Type this number on line 6The database will compute Average
Daily Attendance (ADA) on line 7
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Claim for Reimbursement cont.Costs entered on sponsor claim
sheet
All costs must be approved prior via BudgetActual costs for
food, non-food, labor (no guesses)Only CACFP on receipts do not
include non-CACFP on same receiptNote food or non-food amount on
each receiptSystem for compiling to accurately submit expenses on
monthly claim
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Claim for Reimbursement cont.Claims by siteWhat to do if you
havent received all paperwork for all of your sites?Database
requires you to have 75% of your sites submit claimsIf site not
claiming for a month:Go into site information sheet & revise to
un-check the month, then submit for approval
If you havent 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 stateAnnual attendance is requiredNeed Civil
Rights training yearlyMay be found Seriously Deficient for
non-attendance at annual state training
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Annual Civil Rights TrainingTwo 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 ReviewsAt least every 3 yearsMore often if
:follow-up is neededState CNP needs to meet 33.3% requirement
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Core Review ElementsEnrollment & EligibilityEnrollment forms
NEW!!CACFP information required on enrollment formsNameDate of
birthNormal days and hours of careMeals normally eatenParent
signature
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Core Review ElementsEnrollment & EligibilityLicense posted
if licensed center & within capacityAttendance RecordsWhere do
you take attendance?Most issues come with lack of good
attendanceWIC information posted
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Core Review ElementsMeal CountsPoint of Service meal counts
Count by childs name (most reliable and you can verify
w/attendance)
Consistent counting methodsConsistent compilation of
countsDouble-check system in place prior to submission to state
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Core Review ElementsMeal CountsAttendance should not be used for
meal countsMeal count at point of service on separate sheetMeals
not reimbursed if meal count is not currentAvoid counting at end of
meal when children have left the table its too late!
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Core Review ElementsMeal CountsProcedure to ensure
non-reimbursable meals not claimedProgram 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 ObservationMeal ServicePortion
sizesCreditable componentsType of meal service implemented
correctlyFamily Style Pre-platingEating environmentPOS Meal
CountsHealth & Safety
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Core Review ElementsMenu Records & Meal PatternCycle menus
HM & CN listed & actual doc on fileVariety of cycle menus
for the yearVariety of foods servedWorking menus must be on
fileRecipes with analysis for serving sizesNeed recipes even if you
have production recordsProduction records (if using)Medical
statements
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Core Review ElementsInfant FeedingInfant = 0 through the 11th
monthHave to offer to all program participants cannot exclude
infantsProcedure for double-check that meals are creditable before
claimingSeparate Infant menu/meal counts Formula/Feeding selection
forms on file or include on enrollment form
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More notes on Infant MealsImperative to train staff wellUse new
infant menu/meal count sheetsDouble-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 MealsIntent to contract to EED prior
to setting up contractApproved (by EED) contract on
fileMenus/recipes/CN labels provided by vendor and available on
reviewWho creates the menus?What do you do if not meeting CACFP or
HS standards?
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Core Review ElementsVended Meals continuedDaily vendor
receiptsTime/temperatures documented on receipt dailyItems
delivered & quantitiesVendor receipts = end of month invoice
who checks this??Back-up system
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Core Review ElementsNon-Profit Food ServiceCosts are accountable
(food/non food are different ledger accounts)Costs match or exceed
reimbursementFood Costs = or > than the reimbursement or reason
why not 50%Food receipts match menuReimbursement is used for
CACFPFood costs & Operating costsNot used for other center
programming
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Core Review ElementsNon-Profit Food Service cont.Must be on
approved budgetFood receipts match menuReimbursement is used for
CACFPFoodNon-food Operational CostsOperational Labor (actual time
spent)Administrative & Administrative LaborActual time
spentCannot exceed 15% of total reimbursementNot used for other
center programming
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ProcurementWe will check your procurement records
Procurement in CACFP/SFSP PowerPoint
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Core Review Elements CACFP Staff TrainingAnnual CACFP training
must be conducted Annual Training File must include:Agenda with all
topics listed:Attendee names & signaturesDate of
trainingLocation of trainingAny materials used in training (keep
together)
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Core Review Elements CACFP Staff TrainingNew Employee CACFP
training must be conductedNew Employee Orientation sheetAgenda with
all topics listed:Attendee names & signaturesDate of
trainingLocation of trainingAny materials used in training (keep
together)
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Training issuesWhat are your training issues?
What has worked well for training staff?
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Core Review Elements CACFP Staff TrainingAll CNP CACFP training
presentations will be available on CNP
websitehttp://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 yearNo more than 6 months betweenTimely corrective action
(document)If new site must do:Pre-approval visit1st site visit
within 4 weeks of open
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Core Review ElementsSite Review (site-monitoring)Form available
on webMonitor one meal typeVisit each classroomSummary at the end
must be completed2 signaturesComplete 5-day
reconciliation-UpdatesCheck attendance & enrollment with meal
countsEach classroom (use addendum if needed)
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Core Review Elements 5 Day Reconciliation - UPDATEDDocument last
5 days
Attendance (from actual sign in/sign out)
Enrollment (are all children enrolled?)
Meal Count Sheets
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
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Core Review ElementsCivil Rights RequirementsJustice for All
poster(s) displayedRacial/ethnic count noted by reviewerYour
procedure on collecting racial/ethnic data you submit yearly on CNP
webNo discrimination taking placeComplaint procedures
understoodWrite down your complaint procedure
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Core Review ElementsCivil Rights RequirementsNon-discrimination
statement Long VersionWebsiteNewslettersMenus (short version
okay)Parent Policies
This is what some programs forget
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UpdatedNon-discrimination StatementThe 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 individuals 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 versionThis institution is an
equal opportunity provider and employer
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Core Review ElementsHealth Safety & SanitationState of
Alaska Dept. of Environmental Conservation (DEC) & Municipality
of Anchorage (MUNI)Food Worker Cards -3 yearsCertified Food
Protection Manager (CFPM) 5 years
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Core Review ElementsHealth Safety &
SanitationDocumentationCopies of FW cardsCopies of FW test
completionCertified Food Protection Manager
certificateDocumentation of correspondence or enrollment for next
CFPM training
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Core Review ElementsSanitationFood StorageRefrigerator/Freezer
(age of food/ temps/cleanliness)FIFOFood Handling
PracticesPreparingServingDishwashing/garbageSafe Food
HandlingTime/TemperatureProper use of Gloves
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Core Review ElementsProgram AdministrationPaperwork is organized
and accessible Records & accounts availableConfidentiality of
participant informationCorrespondence/guidance with EEDPermanent
Agreement with EEDManagement Plan on file & updatedNow this is
required yearly
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Follow-up Reviews
May be unannouncedTarget corrective action issued, but may be
more comprehensiveChecking for Permanent Corrective ActionNeeds to
be permanent or move through Serious Deficiency Process
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Corrective ActionIf findings on Administrative ReviewMay be
found Seriously Deficient (letter will be sent to you)Corrective
Action given2 weeks to submit documentationIf you need another
week, contact CNP aheadCan be found SD if late on corrective action
submission
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Serious Deficiency in CACFP226.6(c)(2) and 226.6(c)(3)Submission
of false informationPermitting an individual on NDL list to serve
in a principal capacityFailure 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 requirementsFailure to maintain adequate
recordsFailure to adjust meal orders Claiming reimb. for meals not
servedClaiming 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 codesFailure to properly train or monitor
facilitiesFailure to perform any of the other financial &
admin. Responsibilitiesie. Late submission of update/renewalAny
other action affecting the institutions ability to administer the
Program
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Potential Termination from CACFPIf Corrective Action is not
PermanentInstitution may be found out of complianceSerious
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) 2015August/September 2014
October 1, 2014
November 10, 2014
October 1, 2014 September 30, 2015
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CACFP Resources
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State of Alaska Child Nutrition
Programshttp://education.alaska.gov/tls/cnp
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USDA
CACFPhttp://www.fns.usda.gov/cacfp/child-and-adult-care-food-program
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USDA State Sharing
Centerhttp://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
Institutehttp://www.nfsmi.org/
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http://www.nfsmi.org/ResourceOverview.aspx?ID=488
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Health Safety & Sanitation ResourcesDEC 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 Martin CACFP Coordinator (907)465-8711
[email protected]
Alexis HallEducation Program Assistant(907)
[email protected]
