CACFP ADMINISTRATIVE REVIEW PROCEDURE CHANGES AND UPDATES

CACFP STATE AGENCY DESK AUDITS

• ADMINISTRATIVE REVIEW PROCEDURES THAT WILL BE FOLLOWED WHEN ON-SITE REVIEWS ARE NOT

POSSIBLE DUE TO UNEXPECTED CLOSURE

• ADDITIONAL INFORMATION REQUIRED DUE TO STATE OF MAINE'S CACFP FEDERAL AUDIT

CACFP LISTSERVE

TODAY:

Starting 2021 CACFP Agreement in Cnpweb

REVIEWS THAT WERE SCHEDULED FOR MARCH 2020 THROUGH SEPTEMBER 2020

• THE CACFP STATE AGENCY IS REQUIRED TO REVIEW INSTITUTIONS THAT SPONSOR 100 OR

FEWER FACILITIES ONCE EVERY 3 YEARS AND THOSE THAT SPONSOR MORE THAN100

FACILITIES ONCE EVERY 2 YEARS

• ADMINISTRATIVE REVIEWS THAT WERE SCHEDULED FOR THE 2020 YEAR BUT WERE NOT

COMPLETED DUE TO COVID-19 WILL BE CONDUCTED AS DESK REVIEWS

INSTITUTIONS THAT MUST SUBMIT PAPERWORK FOR A DESK AUDIT (PAGE 1)

• ANDROSCOGGIN HS AND CC DBA PROMISE EARLY EDUCATION (CENTERS ONLY)

• BANGOR YMCA

• BOOTHBAY YMCA

• CENTRAL LINCOLN COUNTY YMCA

• COUNTRY BUMPKINS

• DOWN EAST FAMILY YMCA

• HALF PINTS

• HAPPY DAYS

• KURIOUCITY

• L/A DAYCARE AND LEARNING CENTER

• LITTLE EXPLORERS

• MIDCOAST MAINE COMMUNITY ACTION

INSTITUTIONS THAT MUST SUBMIT PAPERWORK FOR A DESK AUDIT (PAGE 2)

• OPEN ARMS CHILD CARE

• OXFORD SCHOOL AGE CHILD CARE

• PENOBSCOT INDIAN CHILD CARE

• PETTENGILL LEARNING ACADEMY

• PORTSMOUTH NAVAL SHIPYARD

• ROLLINS FAMILY CHILD CARE DBA ROOM TO BLOOM

• STEP BY STEP CHILD CARE

• STEPPING STONES

• THE HOUSING FOUNDATION

• WALDO CAP (CENTERS ONLY)

• YOUTH AND FAMILY OUTREACH

FUTURE YEARS

• IF DESK AUDITS PROVE TO BE A SUCCESSFUL METHOD TO REVIEW CACFP

DOCUMENTS, THE PRACTICE MAY CONTINUE BEYOND THE CURRENT

PUBLIC HEALTH EMERGENCY

• THIS WOULD ALLOW CACFP STATE AGENCY REVIEWERS TO LIMIT THE TIME SPENT ON-SITE

• MOST ON-SITE TIME WOULD BE SPENT VIEWING A MEAL SERVICE AT THE CENTER CHOSEN FOR

OBSERVATION

• MORE ON-SITE TIME WOULD BE REQUIRED FOR SPONSORS OF FAMILY DAY CARE HOME PROVIDERS,

DETAILS ABOUT REVIEWS OF DCH SPONSORS WILL BE RELEASED IN THE NEAR FUTURE

DOCUMENTS THAT WILL NEED TO BE E-MAILED TO THE STATE AGENCY

• MENUS (ALSO INFANT MENUS IF APPLICABLE) FOR THE MONTH OF REVIEW (REVIEW MONTH IS FEBRUARY 2020)

• MENUS (ALSO INFANT MENUS IF APPLICABLE) FOR THE CURRENT MONTH

• PORTION MENUS (ALSO INFANT PORTION MENUS IF APPLICABLE) FOR THE MONTH OF REVIEW

• MEAL COUNT RECORDS FOR THE MONTH OF REVIEW

• ATTENDANCE RECORDS FOR THE MONTH OF REVIEW (ALSO FOR THE LAST 5 OPERATING DAYS: LAST 5 DAYS N/A

IF INDEPENDENT SITE)

• ROSTER OF CHILDREN ENROLLED IN CHILD CARE FOR THE MONTH OF REVIEW

• FINANCIAL DOCUMENTS (SPECIFICS EXPLAINED LATER IN THE PRESENTATION)

• SPREADSHEET WITH INCOME ELIGIBILITY FORM INFORMATION (SPECIFICS EXPLAINED LATER IN THE

PRESENTATION)

• VERIFICATION OF LAST ANNUAL IN-HOUSE TRAINING (DATED AGENDA AND DATED SIGN-IN SHEET)

• MONITORING FORMS SHOWING LAST THREE MONITORING VISITS (EVEN IF SOME ARE FROM LAST YEAR) N/A IF

INDEPENDENT SITE

INCOME ELIGIBILITYFORM (IEF) TRACKING

SPREADSHEET

*TO BE SENT TO STATE AGENCY FOR

DESK AUDIT

INCOME ELIGIBILITYFORM (IEF) TRACKING SPREADSHEET

USE THIS SPREADSHEET TO CAPTURE THE INFORMATION ON YOUR INCOME ELIGIBILITY FORMS

(IEF'S), THE FORMS WHICH YOU USE TO BOTH ENROLL A CHILD IN YOUR CACFP AS WELL AS

DETERMINE THE RATE OF REIMBURSEMENT YOU RECEIVE FOR MEALS AND SNACKS SERVED TO

THAT CHILD. YOU CANNOT CLAIM REIMBURSEMENT FOR MEALS/SNACKS SERVED TO ANY CHILD

WHO DOES NOT HAVE A COMPLETE AND VALID IEF ON FILE. IEF'S ARE VALID BACK TO THE FIRST

DAY OF THE MONTH IN WHICH THEY ARE SIGNED AND EXPIRE 13 MONTHS FROM THE DATE

THAT THE FORM IS SIGNED. YOU MAY CHOOSE TO USE THE DATE THAT THE PARENT SIGNS THE

IEF -OR- THE DATE THAT THE DETERMINING OFFICIAL (CENTER STAFF) SIGNS THE IEF; HOWEVER,

THAT DATE MUST BE CONSISTENT FOR ALL IEF'S.

INCOME ELIGIBILITYFORM (IEF) TRACKING

SPREADSHEET

CLICK THE DIRECTIONS TAB

FOR SPECIFICINSTRUCTIONS

EXPANDED FINANCIAL REVIEW DOCUMENTS

• INSTITUTIONS MUST BE FINANCIALLY VIABLE TO PARTICIPATE IN THE CACFP; FINANCIAL VIABILITY IS

VERIFIED THROUGH DOCUMENTED VERIFICATION OF REVENUE AND EXPENSES, SUCH AS:

• THE APPROVED BUDGET AND OTHER SOURCES OF REVENUE SUBMITTED IN CNPWEB

• CACFP FUNDS MUST BE USED TO OPERATE A NOT-FOR-PROFIT MEAL SERVICE AND TRACKED

SEPARATELY

• AS PART OF THE ADMINISTRATIVE REVIEW, CACFP CONTRACT SPECIALISTS WILL EXAMINE:

• INVOICES AND RECEIPTS FOR ALLOWABLE CACFP EXPENSES THAT WERE INCURRED IN THE

REVIEW MONTH

• BANK STATEMENTS AND CREDIT CARD STATEMENTS FOR THE REVIEW MONTH

• PAYROLL RECORDS FOR STAFF MEMBERS WITH CACFP DUTIES FOR THE REVIEW MONTH

• PROFIT/LOSS LEDGER FOR THE REVIEW MONTH AND THE PREVIOUS CLOSED AGREEMENT

YEAR

• TRACKING SPREADSHEET (WILL BE E-MAILED TO EVERYONE AND MUST BE USED AS OF

10/1/2020)

CNPWEB REQUIRED UPLOADS

• FOR PROFIT INSTITUTIONS- UPLOAD MOST CURRENT INCOME TAX FORM

1040

• NON-PROFIT INSTITUTIONS- UPLOAD PROFIT & LOSS STATEMENT FROM MOST

CURRENT RECONCILED YEAR

FINANCIAL VIABILITY

EXPENSE AND

INCOME

JUSTIFICATION

TRACKING SPREADSHEET

QUARTERLYREPORTS

HTTPS://WWW.MAINE.GOV/DOE/SCHOOLS/NUTRITION/PROGRAMS/CACFPLANDING

HOW TO START 2021 AGREEMENT IN CNPWEB

CLICK ON PROGRAM YEAR 2021

CLICK ON APPLICATION TAB

CLICK ON THE (+) BUTTON

The person submitting this application is authorized to submit the application on behalf of the

Sponsor. By submitting this application to the State Agency for approval, the Sponsor certifies

that all information provided herein is true and accurate, that the Sponsor will directly operate the

Program and accept final administrative and financial responsibility for all sites under its

jurisdiction. In the operation of the Program, the Sponsor and all sites under its jurisdiction will

comply with all provisions of 7CFR 226, 7CFR 15, 7CFR 15a, 7CFR 15b, 7CFR 240, 7CFR

3017-3018, 7CFR 3052, 2CFR Part 200 and meal patterns in 7CFR 210 and 7CFR 220 for

meals prepared in schools participating in the National School Lunch and School Breakfast

Programs when approved by MDOE. The Sponsor acknowledges that this information is being

given in connection with the receipt of Federal funds and that deliberate misrepresentation may

subject the Sponsor to prosecution under applicable State and Federal criminal statutes

CLICK (+) BUTTON TO START BUDGET

CLICK THE (+) BUTTON TO START SITE INFORMATION SHEET(S)/

OR PROVIDER SHEETS

The person submitting this information sheet/provider sheet is authorized

to submit the information on behalf of the Sponsor.

By submitting this information to the State Agency for approval, the

Sponsor certifies that all information provided herein is true and accurate,

that the site has been visited to ensure it has the capability and the

facilities to provide the meal service planned for the number of participants

anticipated to be served. The Sponsor acknowledges that this information

is being given in connection with the receipt of Federal funds and that

deliberate misrepresentation may subject the Sponsor to prosecution

under applicable State and Federal criminal statutes.

CLICK ON THE (+) BUTTON TO START THE MANAGEMENT PLAN

THE 2021 AGREEMENT WILL BE AVAILABLE MONDAY, JUNE 22, 2020

AGREEMENTS MUST BE SUBMITTED AND

“IN PENDING APPROVAL” STATUS BY JULY 31, 2020

NOW:

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