Maintaining the Household SizeIncome Record HSIR

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Maintaining the Household Size-Income Record
(HSIR)

• Mike Ryan
• Dept. of Public Instruction
• Nutrition Program Consultant

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Household Size-Income Record

• The HSIR is good for one year only. A new HSIR
  must be done each fiscal year (which starts
  October 1st).
• The HSIR captures all enrollment data for an
  entire fiscal year. DO NOT create a new copy
  each month.
• If you use the Excel spreadsheet version of the
  HSIR, be sure to print out or save each month as
  documentation for that months claim.

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Household Size-Income Record

• The HSIR must be completed for each month to
  determine the total numbers of free, reduced, and
  non-needy categories that will be reported on the
  respective months claim.
• It is recommended to file income statements in
  the same order as they appear on the HSIR for the
  current year.
• The HSIR lists eligibility categories of
  children therefore, it must be kept confidential.

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Enrollment Policy

• All agencies are required to provide a narrative
  description of each centers enrollment policy
  that will define what children will be included
  within the enrollment data for the monthly claim.
  
• This narrative description is collected as part
  of the annual CACFP Application.
• Refer to Guidance Memorandum 6 for examples of
  enrollment policies.

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Enrollment Policy

• Three examples of reasonable and measurable
  enrollment criteria
• are
• A child is considered enrolled for a given month
  if he or she has a completed and approved current
  enrollment form on file and is in attendance at
  least one time with in the given month regardless
  whether the child has been served a meal or
  claimed for a meal.
• A child is considered enrolled if he or she has a
  completed and approved current enrollment form on
  file and has attended at least once in the past 3
  months. After an attendance lapse of 3 months,
  the child is dropped from the enrollment list.
• A child is considered enrolled for a given month
  if he or she has a completed and approved current
  enrollment form on file and the center maintains
  a vacant opening in anticipation of the childs
  future attendance at the center.

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Names of Enrolled Children
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Household Size-Income Record

• Every enrolled child must be listed on the
  Household Size-Income Record (HSIR) if they have
  been in attendance at least one time within the
  calendar month and according to your centers
  enrollment policy.
• This includes infants, school-age children
  attending before and after-school programs, and
  any child attending your center as part of a 4K
  collaboration.
• Careful review of each days child care
  attendance records is required to ensure that all
  enrolled children are recorded on the HSIR

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Household Size-Income Record

• It is recommended that children be listed in
  alphabetical order on the HSIR, last name first.
  
• Be sure to use the childrens FULL names, not
  initials or nicknames.
• Names on the HSIR should match the names on the
  enrollment forms, income statements and
  attendance records

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Household Size-Income Record

• All enrolled children must be included for every
  month the child is enrolled.
• Indicate the need category of each enrolled child
  by marking the need classification using either
  the appropriate N", R", or F" or an "x".
• The columns of N, R, and F under each month refer
  to the eligibility category.

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What To Do When a Child Leaves the Center

• When a child is no longer considered enrolled in
  the center, he/she should not be marked in any
  need category for the first month after the child
  has terminated from the center.
• Drawing a line through the categories for the
  month(s) will indicate this.
• Never remove or discard an income statement if a
  child leaves your center.
• Never erase a name from the HSIR.

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Adding Newly Enrolled Children to the Household
Size-Income Record

• If completing a paper copy of the HSIR, new
  childrens names can be added to the bottom of
  the form.
• If completing the HSIR in the Excel spreadsheet,
  you may add new children alphabetically by
  inserting rows.

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Press on the row number (on the left hand side)
and select Insert and then Rows from the top
menu. This will add a row above the row you have
clicked on.
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HSIR Edit Checks

• Check the list of children on the HSIR against
  the daily child care attendance records to ensure
  all children in attendance are included and
  excluded if they have terminated.
• Check the approved need category and its approval
  date within the For Center Use Only" box on each
  child's HSIS to the need category marked for each
  child listed as enrolled for the month on the
  HSIR.
• Check the marked category on the HSIR for each
  child to assure that the mark is in the correct
  column for that category.

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HSIR Edit Checks

• 4. Double check the tallies recorded within the
  "Totals" row for each column of need category if
  completing the HSIR by hand.
• 5. Before submitting the claim, double check the
  totals written for each need category on the
  monthly claim form to assure that they have been
  recorded from the correct column for the month of
  that claim.
• 6. If using the Excel version of the HSIR, print
  off a copy of the HSIR after completing it for
  each month.

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Questions???

• Feel free to contact DPI at 608-267-9129
• OR
• Contact your assigned Consultant
• A Directory is posted at http//dpi.wi.gov/fns/di
  rectory.html
• Scroll down to view the Community Nutrition
  Team
• Community Nutrition Team Home Page
  http//dpi.wi.gov/fns/index.html
• Answer Poll Question ( Polls)

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Training Opportunities

• New to your role in the CACFP?
• Desire a refresher as regulations change?
• Consider participating in a CACFP training
  session www.dpi.wi.gov/fns
• Click on Training to review and register for a
  CACFP class
• If one is not available at this time, keep an eye
  out for future training opportunities
• We also mail out training brochures throughout
  the year and include upcoming training reminders
  in the CACFP quarterly Newsletter

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Whats Next Completing the CACFP Reimbursement
Claim