Administrative Update for Early Head Start and Head Start Programs

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Administrative Update for Early Head Start and Head Start Programs. Alaska Child and Adult Care Food Program August 14, 2014 Required for FY 2015. USDA – Child and Adult Care Food Program. Legislation Regulations Instructions Policy Memos. USDA – Child and Adult Care Food Program. - PowerPoint PPT Presentation

Text of Administrative Update for Early Head Start and Head Start Programs

  • 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 Servi