CACFP ADMINISTRATIVE REVIEW TIPS

CACFP ADMINISTRATIVE CACFP ADMINISTRATIVE REVIEW TIPSREVIEW TIPS

HOW READY ARE YOU FOR A HOW READY ARE YOU FOR A REVIEW?REVIEW?

CACFP Administrative TipsCACFP Administrative Tips

Preparing for a Review:Preparing for a Review:

Unexpected absence of the Unexpected absence of the CACFP contact personCACFP contact person

ODE comes unannounced to ODE comes unannounced to review your operationreview your operation

Preparing for a reviewPreparing for a review

PRINCIPLES:PRINCIPLES:

Several people should know Several people should know where files are keptwhere files are kept

CACFP files should be easily CACFP files should be easily retrievedretrieved

Records should be “review Records should be “review ready” at all timesready” at all times

RecordsRecords

Child Enrollment Forms (if Child Enrollment Forms (if applicable)applicable)

Infant Feeding Benefit and Infant Feeding Benefit and Acknowledgement Forms (if Acknowledgement Forms (if applicable)applicable)

Monthly attendance recordsMonthly attendance records Monthly meal count recordsMonthly meal count records

Records Records

Monthly Menus with recipes and Monthly Menus with recipes and CN labels to support CN labels to support combination foodscombination foods

Medical statements for food Medical statements for food substitutionsubstitution

Monthly receipts for CACFP Monthly receipts for CACFP allowable food and nonfood allowable food and nonfood purchases, labor costs and purchases, labor costs and vendor invoicesvendor invoices

RecordsRecords

Training documentationTraining documentation Site Monitoring documentation Site Monitoring documentation Civil Rights procedure and Civil Rights procedure and

documentationdocumentation Racial Ethnic documentationRacial Ethnic documentation


Food for ThoughtFood for Thought

How easily can your co-workers How easily can your co-workers access all of required records?access all of required records?

For all your sites are you confident that For all your sites are you confident that a reviewer dropping in unannounced a reviewer dropping in unannounced would see CACFP procedures being would see CACFP procedures being done correctly?done correctly?


What is a ProcedureWhat is a Procedure

Have a goal/objectiveHave a goal/objective Answer “how”, “who”, “when”Answer “how”, “who”, “when”

State the GoalState the Goal

State the goalState the goal This procedure tells you how This procedure tells you how

to do point-of-service meal to do point-of-service meal countscounts

Conducting Point-of-Service Conducting Point-of-Service Meal CountsMeal Counts

Create a “Read Me” SectionCreate a “Read Me” Section

Supplies neededSupplies neededAttendance recordAttendance recordPoint-of-Service Meal Count Point-of-Service Meal Count

recordrecordPencilPencil

Explain “must know” Explain “must know” terminologyterminology

““Point-of-Service Meal Counts Point-of-Service Meal Counts must be taken at the ‘point-of-must be taken at the ‘point-of-service’. For Family Style Meal service’. For Family Style Meal Service the ‘point-of-service’ is Service the ‘point-of-service’ is when the participant is seated at when the participant is seated at the table with the complete the table with the complete reimbursable meal set on the reimbursable meal set on the table.”table.”

Identify “when” the procedure Identify “when” the procedure should be doneshould be done

The point-of-service meal count The point-of-service meal count must be taken before the must be taken before the participant leaves the table participant leaves the table

The point-of-service meal count The point-of-service meal count may not be taken after the may not be taken after the participant leaves the tableparticipant leaves the table

Identify who will perform the Identify who will perform the procedureprocedure

The person(s) performing the The person(s) performing the point-of-service meal counts will point-of-service meal counts will be: be:

Head teacher for the classroomHead teacher for the classroom Assistant teacherAssistant teacher

Present the steps to the Present the steps to the procedureprocedure

Point-of-Service Meal CountsPoint-of-Service Meal Counts1.1. Ensure all children intending to eat are seated at the tableEnsure all children intending to eat are seated at the table2.2. Ensure all components of the meal are placed on the tableEnsure all components of the meal are placed on the table3.3. Use the point-of-service meal count record to mark the meal Use the point-of-service meal count record to mark the meal

for each child seated at the tablefor each child seated at the tablea.a. Before marking the point-of-service meal count record Before marking the point-of-service meal count record

determine if a child is receiving a food substitution that determine if a child is receiving a food substitution that results in a missing meal component.results in a missing meal component.

b.b. If a child is receiving a food substitution that results in a If a child is receiving a food substitution that results in a missing meal component, missing meal component, ONLY ONLY mark that meal if there mark that meal if there is a Medical Statement for food substitution on file.is a Medical Statement for food substitution on file.

c.c. Mark sibling meals in the Mark sibling meals in the “sibling”“sibling” column of the meal column of the meal count recordcount record

4.4. Use the attendance record to double-check that child marked Use the attendance record to double-check that child marked as receiving a meal is also marked as “present”as receiving a meal is also marked as “present”

5.5. Total the number of children marked as receiving a meal at Total the number of children marked as receiving a meal at the bottom of the point-of-service meal count for each day for the bottom of the point-of-service meal count for each day for the meal being servedthe meal being served

6.6. Double check the total count for the meal and initial the Double check the total count for the meal and initial the recordrecord

ConsiderationsConsiderations

Write procedures as numbered Write procedures as numbered listslists

Limit the length to 10 stepsLimit the length to 10 steps Limit each step to one taskLimit each step to one task State who performs the stepsState who performs the steps

Corrective ActionsCorrective Actions

Definition of a Corrective ActionDefinition of a Corrective Action

A Corrective Action is a change A Corrective Action is a change implemented to address a implemented to address a weakness identified in a weakness identified in a management systemmanagement system

Sample Corrective ActionSample Corrective Action

Develop, implement and submit Develop, implement and submit procedures to establish a double-check procedures to establish a double-check system to ensure that participants receiving system to ensure that participants receiving four meals per day are only reimbursed for four meals per day are only reimbursed for 2 meals and one snack. Address the 2 meals and one snack. Address the following:following:1.1. How meals that should not be counted How meals that should not be counted

for reimbursement will be identifiedfor reimbursement will be identified2.2. How meal count records will be How meal count records will be

reviewed to identify those participants reviewed to identify those participants receiving four meals per day.receiving four meals per day.

3.3. Identify the title/position of the person Identify the title/position of the person performing the double-check of meal performing the double-check of meal counts and ensuring that participants counts and ensuring that participants are reimbursed for only two meals and are reimbursed for only two meals and one snack per day.one snack per day.

Sponsor’s ResponseSponsor’s Response

I have put in place a system to double-I have put in place a system to double-check meal counts prior to the end of check meal counts prior to the end of each month and before turning in each month and before turning in reimbursements for the month. The reimbursements for the month. The Assistant Director will place meals Assistant Director will place meals on the spread sheet that can be on the spread sheet that can be claimed and I will check and total the claimed and I will check and total the claimed meals before submitting the claimed meals before submitting the reimbursement.reimbursement.

CACFP- Meal CountCACFP- Meal CountPosition Responsible: Position Responsible: Cook/Director/TeacherCook/Director/TeacherObjective:Objective: To submit an accurate monthly CACFP meal/snack count to ODE To submit an accurate monthly CACFP meal/snack count to ODE

for reimbursement.for reimbursement.

Restaurant Style Meal Service: the minimum portion for all meal components Restaurant Style Meal Service: the minimum portion for all meal components will be served at one time. The point-of-service meal count must be taken will be served at one time. The point-of-service meal count must be taken when with student has a complete reimbursable meal in front of them.when with student has a complete reimbursable meal in front of them.

1. At the time of meal service, the Teacher will place a mark under the 1. At the time of meal service, the Teacher will place a mark under the appropriate meal column for each student who has a complete appropriate meal column for each student who has a complete reimbursable meal/snack in hand. reimbursable meal/snack in hand.

2. When a meal/snack is not reimbursable due to no medical statement for food 2. When a meal/snack is not reimbursable due to no medical statement for food substitution on file or parental preference the initials MED or PP will be substitution on file or parental preference the initials MED or PP will be documented on the Sign In/Out sheet. This will indicate the meal will NOT documented on the Sign In/Out sheet. This will indicate the meal will NOT be reimbursed by CACFP; therefore uncountable. be reimbursed by CACFP; therefore uncountable.

3. At the end of the day the meal count record and menu will be turned in to the 3. At the end of the day the meal count record and menu will be turned in to the Director for tally. The menu will be evaluated to determine that a creditable Director for tally. The menu will be evaluated to determine that a creditable meal was served. The total number of reimbursable meals will be recorded meal was served. The total number of reimbursable meals will be recorded at the bottom of the meal count record for the day. at the bottom of the meal count record for the day.

4.The Director will highlight in “green” the name of any child receiving more 4.The Director will highlight in “green” the name of any child receiving more than 2 meals and 1 snack during the day. Also any meal over the 2 meals than 2 meals and 1 snack during the day. Also any meal over the 2 meals and 1 snack will be highlighted in “green”. “Green” highlighted meals will and 1 snack will be highlighted in “green”. “Green” highlighted meals will not be counted for reimbursement.not be counted for reimbursement.

5.At the end of the week the Assistant Director will double-check meal counts 5.At the end of the week the Assistant Director will double-check meal counts to ensure accuracy.to ensure accuracy.

SummarySummary

ODE may arrive unannounced to ODE may arrive unannounced to conduct a review – are you ready?conduct a review – are you ready?

Clearly written procedures ensure Clearly written procedures ensure that staff are implementing CACFP that staff are implementing CACFP requirementsrequirements

When there are review findings a When there are review findings a corrective action plan will be corrective action plan will be required. Writing clear procedures is required. Writing clear procedures is essential to permanently essential to permanently implementing and correcting the implementing and correcting the finding.finding.

Documents

CACFP ADMINISTRATIVE REVIEW TIPS