AUGUST 2013 Fresh Fruit and Vegetable Program. What it FFVP ? The Fresh Fruit and Vegetable Program...
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AUGUST 2013 Fresh Fruit and Vegetable Program. What it FFVP ? The Fresh Fruit and Vegetable Program (FFVP) is a federally assisted grant program providing
What it FFVP ? The Fresh Fruit and Vegetable Program (FFVP) is
a federally assisted grant program providing free fresh fruits and
vegetables to students in participating elementary schools during
the school day. The Goal: Create healthier school environments by
providing healthier food choices Expand the variety of fruits &
vegetables children experience Increase childrens consumption of
fruit & vegetables Make a difference in children's diets to
impact their present & future health
Slide 3
History Initiated as a pilot project in 2002 for 8 states,
Alaska began participating in the FFVP during school year
2008-2009. Grown substantially each year For School Year 2014, two
new districts and 16 new schools for a total of 38 districts and
224 schools will participate this school year.
Slide 4
To Be Selected For Participation Your school must: Be an
elementary school Participate in the National School Lunch Program
Have a high percentage of low-income children Serve free fresh
fruit and vegetables outside of the NSLP & SBP meal periods
Serve fresh fruit and vegetables during the school day
Slide 5
Program Benefits No meal count No required portion size All
children served Teachers participate as positive role models
Slide 6
How Funding Works Elementary schools participating in the
program receive between $50.00 $75.00 per student for the school
year. Example: A school has an enrollment of 100 students. They are
funded at $50 per student 100 x $50 = $5,000 for the year Schools
unable to fully spend grant will receive lower per-student funding
in subsequent years
Slide 7
Grant Awards July September Approximately 15% in Grant Award #1
Funds must be spent, encumbered, or obligated by September 30 All
documentation for funds expended after September 30 must be
maintained to show proof of timely encumbrance Revised September
claim showing encumbered (obligated) amounts paid in Oct/Nov must
be submitted by December 15 Final claim must be closed out &
received by CNP by December 15 October June Approximately 85% in
Grant Award #2 Final claim must be closed out & received by CNP
by June 15
Slide 8
Carry Over (Obligated) Funds Carry over funds are the funds
from the first grant that will be used (obligated) to purchase
produce for delivery in October or November. The funds are not
automatically rolled over and available to use after September 30
th. You must obligate the funds before September 30 th and send to
our office the documentation to confirm that the order was
obligated before the September 30 deadline for delivery in October
or November. The September FFVP claim must be revised in CNPWeb to
receive reimbursement once items are delivered and paid for.
Slide 9
What Can You Spend The Funds On? Operating Costs: Fresh fruits
and vegetables, non-fat dip for vegetables only Nonfood items like
napkins, paper plates, serving bowls and trays, and trash bags
Pre-cut produce and ready-made produce trays Labor cost for staff
who prepare and serve the FFVP snacks Shipping cost Administrative
costs Purchasing or leasing equipment Salaries of employees who
compile claims, prepare menus, and order produce and supplies
Slide 10
Operating Costs 1) Fresh fruits or vegetables ; cannot be
canned, frozen, dried, or dehydrated; vegetables may be served
cooked once a week if food is identifiable is part of nutrition
education 2) Shipping costs 3) Direct Labor - labor used in
preparing and serving fresh fruits and vegetables 4) Small
Supplies/Other: napkins, dips for vegetables, paper plates,
utensils, bowls, pans, trays, baskets, trash bags
Slide 11
Administrative Costs Include equipment purchases over $300, all
equipment purchases must be pre-approved. Labor costs that are not
directly related to the preparing and serving of fresh fruits and
vegetables but are necessary to administer the program. The 10%
limit on administrative funds is based on the total funding
available for the school district, and not on the funds actually
spent during the month/year.
Slide 12
Student Eligibility For the purpose of the Fresh Fruit and
Vegetable Program we will follow the following guidelines for
service: Traditional elementary grades K-6, however if a school
serves pre- kindergarten, those students will be allowed to
participate. If a school serves K-8, all students will be eligible
to participate. If a school serves K-12, only grades K-8 will be
eligible to participate. Co-located private preschools and/or Head
Starts are not eligible for participation
Slide 13
Recordkeeping Requirements Records to maintain are: Copy of
monthly claim End of year reports Contracts & addendums Contact
information Invoices Purchase Orders As with all USDA programs,
maintain records for the current year plus 3 years
Slide 14
Partnerships USDA encourages partnerships in to support the
FFVP Examples of partnerships are: local grocers, purchasing your
produce from your local grocer is a great alternative to ordering
from FSA or other produce vendors local farms, purchase locally
grown produce public health, tribal health, Cooperative
Extension
Slide 15
The Spending Plan Resource to ensure the program funding
stretches the entire school year Helps to document and plan
carry-over from the first grant into the second grant period Carry
over funds from the first grant to the second grant must be shown
on your Spending Plan Carry over funds from the first grant are not
automatically rolled over to the second grant Due each year by
August 30
Slide 16
Monthly Claim for Reimbursement Claims should be submitted 10
days after the end of the month Claims follow the USDA 60/90 days
rules After 60 days you must submit a one-time request for
processing with corrective action to ensure you will not file late
again Once an exception has been granted, all other late claims
will be denied On line claims are divided into administrative cost
and operating cost. On line claims must be submitted with the NSLP
claim in CNP Web
Slide 17
FFVP Application in CNP Web
Slide 18
FFVP Information on NSLP Application Select Months of FFVP
Operation on NSLP Site Information Sheet for each FFVP school
Slide 19
FFVP Information on Application
Slide 20
The Claim Process in CNP Web
Slide 21
FFVP Monthly Claims on CNPWeb
Slide 22
. Administrative Reviews
Slide 23
Off-Site Review Procedure Off-site Review Procedures The state
must validate one Claim for Reimbursement for each FFVP school
selected for review. The state may select any month in which a
school has submitted a claim in the current school year. If a
school has not submitted a claim for the current school year, the
state must select a claim from the previous school year.
Slide 24
Validation The state validates the schools FFVP Claim for
Reimbursement for the selected month by; Comparing the total cost
claimed for reimbursement against the total cost established by the
supporting cost documentation. If these two totals are the same and
the reported cost are allowable, then the state validates the claim
and the FFVP school is complaint. If these two totals are not the
same or contain unallowable cost, then the state does not validate
the claim and the FFVP school is out of compliance.
Slide 25
Documentation The supporting cost documentation must support
that the FFVP school is; Using the majority of funds to purchase
fresh produce Prorated equipment purchases Keeps labor cost and all
other non-food cost minimal No more than 10% of the total grant is
charged toward administrative costs.
Slide 26
On-Site Review Procedures The state must observe the FFVP
operation in each of the selected schools during the review in the
following areas; The FFVP is available to all enrolled eligible
children The FFVP is free of charge The school offers FFVP within
the school day, but outside the meal service times of the NSLP and
SBP The school widely publicizes the FFVP The school does not allow
frozen, canned, dried, and other types of processed fruits The
school does not allow the following products: fruit/vegetable
juice, nuts, cottage cheese, trail mix, fruit or vegetable pizza,
smoothies, fruit strips, fruit drops or fruit leather
Slide 27
Continue of On-Site Review Procedure The school provides dip
for vegetables only and is either low-fat or fat-free and servings
are no larger than two tablespoons The school does not provide
fresh fruits and vegetables to adults except for teaches who are in
the classroom with students during the FFVP food service The school
offers cooked vegetables no more than once per week and only when
included as part of a nutrition education lesson The FFVP food
service follows HACCP principles and applicable sanitation and
health standards. If the states observation contradicts any of the
above areas, the FFVP school will be noncompliant
Slide 28
Corrective Action The state will find the school district
noncompliant if the district does not meet any of the requirements
we have reviewed. The state must issue corrective action to bring
the school district into compliance. The state may suspend or
terminate the FFVP for repeated failure to meet program
requirements.
Slide 29
Fiscal Action The state must disallow any portion of a claim
for reimbursement and recover any payment made to the school
district that was not properly payable according to the FFVP
requirements
Slide 30
Q&A
Slide 31
If you have any questions or comments please contact: Sue
Lampert FFVP Program Coordinator @ 907-465-8710 or
[email protected]