Civil Rights Training

CACFP REcordkeeping Updates III

Welcome back everyone!

1

2CACFP News Media Release

Starting June 2014, DPI will issue an annual statewide media release

Starting this summer the DPI will issue an annual state wide media release in June each year for agencies participating in the CACFP at that time. A map with all agencies on the program will be available on the DPI website.

You will no longer get an annual News Media Release to send and if you havent submitted it yet for Fiscal Year 2014 you do not have to.

If you want more information about this please contact your consultant.

3ACH (Direct Deposit)

If you have not yet completed the Aids Banking process to receive your reimbursement through ACH, direct deposit, you need to do so if you would like to continue to be reimbursed in a timely manner.

If you want to continue to be reimbursed in a timely manner you need to complete this.4Aids RegisterProvides Payment InformationVoucher Date, Payment Date, Voucher #, how paid (ACH or CHK) and amount of payment

Listed by state fiscal year (July June) not CACFP Federal Fiscal Year (Oct Sept)

Once ACH is set up and goes live, the Aids Register website will also be live. The Aids Register is a listing of all aid payments made by the Department of Public Instruction to school districts and other organizations such as child care centers.

It will be available by state fiscal year, not federal fiscal year.

5CACFP Updates and Changes

http://fns.dpi.wi.gov/fns_centermemosUpdated Guidance Memos Summary of Changes Reorganized Memos When DPI issues new GM, look them over and read the Cover Letter or summary sheet (shown here) because we only send new GM when something changes. Hard copies are mailed in July. Other changes throughout the year, we notify agencies by email. Discard outdated GMs and replace with copies of revised GMs in your GM binder.

Reorganized some guidance memos - adding titles to make things more clear.

6CACFP Updates and ChangesGuidance Memo #3Amending claims: Modify on-line claim if not processed by DPIClaims processed Tuesday morningsIf processedMake claim amendments on printed copy of claim from online system

After entering a claim for reimbursement, agencies may modify their claim on-line until the time the claim is processed by DPI. Directions for modifying an on-line claim are found in the CACFP Internet Claim Manual. For modifying a claim that has already been processed, print the claim by following directions in the CACFP Internet Claim Manual to View/Print Claim.

7Amending Processed ClaimsE-mail: jacqueline.jordee@dpi.wi.gov

Fax: 608.267.9207

Open up the claim month you need to amend, print this page.Draw a line through any item that needs to be changed (e.g., number of meals, average daily attendance) and write in the correct number(s). Sign, date, and fax or e-mail a scanned copy to the fax number or email listed above.

8CACFP Updates and ChangesGuidance Memo #5 July 2014Sponsoring organization site review form (GM #5)

GM #5 revised site review form. Took out the box to record infant meal components and added headings to delineate between infants and older childrens meal counts. 9CACFP Child Participation Form

Infant Meal NotificationEnrollment InformationNew Optional FormLocated in GMs 6 and 12Special Dietary NeedsEthnic/Racial Data10CACFP Updates and Changes

Infant Meal Notification LetterCACFP Enrollment FormChoose one form to use at your center11

CACFP Updates and ChangesGuidance Memo #9Board Meeting MinutesMoved Production Records and Infant Meal Records to GM #12

Guidance Memo #12Added section on lifestyle preferences and parent provided foodsUpdated webpage

GM #9 adds the requirement that any institution required to have a board of directors must maintain board minutes reflecting oversight of the institutions CACFP, which must then be retained on file and available for review.

The institutions independent governing board must be responsible for setting policy, fiscal guidance, and ongoing governance. It must regularly review the organizations policies, Programs, budgets and operations, including the CACFP. Oversight of the institutions CACFP must be documented in the board minutes, which must then be retained on file and available for review.

We moved the instructions for production records, production records and infant meal records from GM 9 to GM 12.

GM#12: Adds a section on lifestyle preferences and parent provided foodsWe also updated the GM webpage and moved some resources around on the website under GM 12. 12

Organized documents listed under 12C on the website and grouped them by age group: 1-12+ year olds, infants and special dietary needs

Meal Requirement CalculationsFBG CalculatorCrediting Handbook for the CACFPCN Label Information Sheet

13CACFP Updates and ChangesIron Fortified Infant Cereal recipes for pancakes and muffins

Newly Reformatted HSIS

Begin using July 1, 2014Guidance Memo #1C

The Parent Letter was also revised. The income eligibility guidelines are now annual figures instead of monthly.

15Part 1: BenefitsProgramValid Case NumberFoodShare10 digit case number -or-16 digit Quest card numberWisconsin Works Cash Benefits10 digit case numberFDPIR9 digit case number1 0 1 1 1 2 1 3 1 4PART 1: BENEFITSIf any member of your household currently receives FoodShare Wisconsin, Wisconsin Works Cash Benefits, and/or FDPIR (Food Distribution Program on Indian Reservations), check the box for the benefit currently received and provide the case number. Complete PART 3 and return it to the centers office. Do not complete PART 2. If no one receives these benefits, go to PART 2. FoodShare Wisconsin (10 or 16 Digit #) Wisconsin Works Cash Benefits (10 Digit #) FDPIR (9 Digit #)Case Number/Quest Card Number: __________________________________________

In this section, we deleted a lot of wording, included check boxes for adults to check which program they receive benefits from and then only have one line for households to include their case number. The number of digits that each case number should have is listed next to each program.

16Part 2: Total Household Size and Income

17

Part 2: Total Household Size and Income

Part 3: All Households 4567Skylar White10/15/2014

HSIS Effective DateAS OF 7/1/14 1 of 2 Methods

You now have the option to choose the method to determine the effective date of HSIS or the date you claim a child as free or reduced. You must choose 1 of 2 methods.20HSIS Effective DateDetermining Official Date Date Determining Official reviews and approves the HSIS

This is the same method as in the past. The income statement becomes effective the month in which the Determining Official reviews, initials and dates the form.

21HSIS Effective DateHousehold Member Signature Date

Date the Household Size-Income Statement was signed and dated by the adult household memberHSIS must be complete at time of submission for this method to apply

22Effective Date of DeterminationMust choose one method for ALL complete HSISIndicate in on-line contractConsistently applied to all HSIS for entire fiscal year (October 1 September 30)

Regardless of chosen method, include Effective Date of Determination on all HSISMay record Month/Year 10/14Each agency must choose the one method it will use to establish the effective date of ALL complete HSIS. The chosen method must be indicated in the online CACFP contract during the annual contract renewal. The method must be consistently applied to all HSIS determinations for the entire Federal Fiscal Year (FFY) (October 1 September 30). If it is found that an agency is not applying the chosen method to all HSIS for the entire FFY during an evaluation by the Wisconsin Department of Public Instruction (DPI), DPI will require fiscal action or claim adjustments.

Depending on the chosen method, the DO must write in that respective date within the Effective Date of the Determination box. Free or Reduced eligibility determinations are effective the first of the month of that effective date. May record Month/Year 23HSIS Valid for 12 MonthsValid for 12 months from effective date of the determinationEffective date of determination = October 1HSIS will expire October 31st of following year

OctNovDecJanFebMarAprMayJunJulAugSepOct21st31stForm ExpiresEffective DateHSIS are valid starting from the first of the month of the agencys Effective Date of the Determination through the last day of the month a year later.

For example, if the Effective Date of Determination is October 2014 the statement is valid through October 31st of the following year. At that time, the form expires.

When an income statement expires the free or reduced eligibility expires and you can no longer claim that child as free or reduced. You will have to collect a new income statement from the parent. 24Questions & Answers

25The 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.)If 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 program.intake@usda.gov. 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.Thank you!26Thank you!