Fresh Fruit and Vegetable Program SY 2015-16 Grant Training Stephanie Alsbrook, MS, RD, LD Assistant Director for Healthy Schools and Evonne Rayson, MS

Fresh Fruit and Vegetable ProgramSY 2015-16 Grant Training

Stephanie Alsbrook, MS, RD, LDAssistant Director for Healthy Schools

and Evonne Rayson, MS

Fresh Fruit and Vegetable Program CoordinatorChild Nutrition Unit

Arkansas Department of Education

Training Schedule• Module 1

– Addendum to the Child Nutrition Agreement– Fresh Fruit and Vegetable Program (FFVP) Funding– FFVP Deadlines

• Module 2– FFVP Claim for Reimbursement– Other Forms for FFVP– FFVP Budgeting

• Module 3– Procurement Regulations for Child Nutrition Programs– Farm to School– Resources for Success– Troubleshooting FFVP

Welcome to Module 1FFVP Training SY 2015-16

• Objectives– Discuss the goals of FFVP– Identify school and the Arkansas Department of

Education Child Nutrition Unit responsibilities as outlined in the FFVP Addendum

– Identify allowable and non-allowable expenses– Discuss the growth of FFVP in Arkansas– Identify key deadlines for successfully

implementing FFVP

Fresh Fruit and Vegetable Program Goals

• Create healthier school environments by providing healthy food choices

• Expand children’s fruit and vegetable consumption

• Make a difference in children’s diets to impact their present and future health

FFVP History

• The Food, Conservation and Energy Act of 2008– Also known as the Farm Bill– Amended the National School Lunch Act to add

the Fresh Fruit and Vegetable Program– Permanently authorized nationwide and provides

significant funding increases

FFVP Funding

FFVP ExpansionYear Funding Schools Funded Kids Funded

2008-09 $752,488 30 11,532 ($50 each)

2009-10 $1,047,831 47 20,122 ($50 each)

2010-11 $1,600,098 78 31,421 ($50 each)

2011-12 $2,301,796 115 43,259 ($50 each)

2012-13 $2,381,922 120 45,422 ($50 each)

2013-14 $2,411,047 125 48,220 ($50 each)

2014-15 $2,535,731 86 32,742 ($75 each)

2015-16 $2,567,324 91 33,510 ($75 each)

• SY 2014-15 shows an increase in the amount awarded per student, which results in a decrease in the number of schools awarded

• This change was made to allow for the increasing costs of fresh fruit and vegetables and to ensure adequate training and technical assistance from the FFVP Coordinator for schools who receive the grant

Determining a School’s Funding

• Official School Enrollment based on October 1, 2015 Cycle 2 Report

• $75 per student for entire grant award

• 12.75 per student in Allocation 1• 62.25 per student in Allocation 2

• Adjustments made for schools who changed grade configurations for next year

Addendum to the Child Nutrition Agreement

FFVP Agreement Terms

• FFVP funds may not be used to replace foods that are part of the reimbursable lunch or breakfast

• FFVP cannot be provided at the same time as breakfast or lunch

• FFVP is only available during the school day


• Funds will not be used to serve fresh fruits and vegetables to students after the regular school term

• FFVP not to be used as reward or punishment or for other disciplinary means


• Funds will be utilized at approved schools only (No preschools in SY2015-16)

• Program will be implemented as outlined in the FFVP application plus any amendments or revisions approved by ADE, Child Nutrition Unit


• Program will be implemented by September 1, 2015

• “Implemented” means that you served FFVP at least once during the first week of September

• Fresh fruits and vegetables will be the major focus of the program

• Any food items purchased and not consumed by May 31, 2016 will not be claimed for reimbursement from FFVP funds


• Teachers will be encouraged to participate in the Program with students as a model of healthy eating behavior and to use the opportunity for nutrition education and other related topics

Program Allowable Expenses

• Operating Costs:– Allowable foods – fresh fruits and fresh

vegetables– Value added services – pre-cut fresh

produce, ready-made fresh produce trays and delivery charges


– Non-food items – napkins, paper plates, trays, trash bags• No non-food FFVP supplies purchases

after April 15, 2016 without prior approval• All non-food supplies must be related

to activities of the FFVP


– Salaries and fringe benefits – employees who do tasks related to preparation and service of fruits and vegetables• Only the portion of expenses for FFVP activities

can be charged as a grant expense• Signed time sheets required from the period of

the claim


– Salaries and fringe benefits• Documentation approved by ADE, CNU

confirming the employee(s) hourly wage rate• Overtime will not be reimbursed• Labor and non-food/supply costs should be

minimal


• Administrative Costs:– Labor costs associated with the grant and the

FFVP direct costs of equipment– Limited to not more than 10% of the total grant

award


– Administrative labor – labor required to plan the FFVP, manage the paperwork, procure equipment and all other aspects of FFVP that are NOT related to preparation and service of fruits and vegetables• Administrative labor expenses must be minimal


– Equipment – purchasing or leasing equipment for the preparation and service of foods for the FFVP activities• Written justification and request to purchase FFVP

equipment must be submitted on the approved form PRIOR TO PURCHASE• Incomplete requests will not be approved• No equipment purchases will be made using FFVP funds

after November 30, 2015

Program Non-Allowable Expenses

• Nutrition educational materials and activities– Examples – field trips to orchards and classroom

nutrition education lessons• Development of nutrition education materials


• “Consumable” nutrition education materials– Examples – coloring books, stickers

• Promotional costs for Program• Provide FFVP to community residents or adults

who attend school functions


• Fresh fruits and/or vegetables for students to take home

• Indirect costs• Administrative fees, other than labor• Overtime


• Funds will not be used to purchase the following food items:– Processed or preserved fruits and vegetables

(canned, frozen, vacuum packed or dried)– Any fruit or vegetable that is cooked in any

way, including on-site


– Fruit that has been injected with flavorings– Dip for fruit or vegetables– Dried fruit– Jellied fruit– Fruit strips, fruit drops, fruit leather– Fruit or vegetable juice, including fresh

squeezed and lemon juice for preserving


– Smoothies– Trail mix or dried fruit mix– Cottage cheese– Nuts– Fruit or vegetable pizzas– Fruit desserts– Ingredients in a fresh fruit or fresh vegetable

recipe– fruit or vegetables with added spices (example:

cinnamon)

Fund Allocation #1

• Amount of FFVP award for the first federal quarter (July 1, 2015 – September 30, 2015)

• Stated in award letter• May be obligated beginning July 1, 2015 and

MUST be obligated by September 30, 2015

Fund Allocation #1

• Goods can be received in October• Funds must be expended by October 31, 2015• No Allocation #1 claims will be accepted in

November• Note: All labor for August and September is

Allocation #1

Fund Allocation #2

• Amount of FFVP award for the remainder of the federal grant period (October 1, 2015– June 30, 2016)

• Available October 1, 2015

Fund Allocation #2

• Must be obligated by May 31, 2016• No claims will be accepted after June 15,

2016• Note: All labor for October thru June is

Allocation #2

FFVP Claim for Reimbursement

• Based on signed delivery invoices and signed time sheets

• All school level invoices must be signed by person receiving the delivery and approved for payment with the signature of the CN director


• Invoices must stipulate charges attributed to each school award and signed by CN director and grant coordinator– Invoices must be separated by school and

must be separate from other CN invoices• Copies of invoices must accompany

submitted claim• Claim form provided by ADE, CNU


• Claims must be submitted no later than 60 days after the end of the claim period

• Revised claims must be submitted within 90 days

• Claims submitted after these dates may result in no reimbursement

• See handout for claim due dates

FFVP Fund Account

• A separate fund account for all FFVP purchases must be established

• A clear audit trail documenting all FFVP grant expenditures should be readily available

FFVP Fund Account

• Tracking of expenditures should be by school

• Reports must show financial and student participation activities by school award

General Conditions

• Addendum to Agreement is non-transferable• Addendum may be amended based on

additional or revised guidance issued by USDA• No obligation to renew – applications must be

submitted on an annual basis

General Conditions

• SFA must budget appropriately to expend FFVP funds– Approximately 10% utilized each month– CNU will monitor SFA’s funds and failure to

spend 10% will require submission of a Grant Expenditure Improvement Action Plan to be signed by grant coordinator, CND and superintendent

General Conditions

• ADE, CNU may withdraw FFVP funding for demonstrated non-compliance– A corrective action plan may be required

• All FFVP procurement must follow the same local, state and federal guidelines as NSLP

General Conditions• Records must be kept for 5 years and

longer if unresolved audit findings• FFVP schools are subject to both

announced and unannounced FFVP monitoring visits

Conclusion

• This completes Module 1 of the FFVP Training

Documents

Fresh Fruit and Vegetable Program SY 2015-16 Grant Training Stephanie Alsbrook, MS, RD, LD Assistant Director for Healthy Schools and Evonne Rayson, MS