Introduction to Record Keeping in the Child

1
Introduction to Record Keepingin theChild
Adult CareFood Program

• To insert your company logo on this slide
• From the Insert Menu
• Select Picture
• Locate your logo file
• Click OK
• To resize the logo
• Click anywhere inside the logo. The boxes that
  appear outside the logo are known as resize
  handles.
• Use these to resize the object.
• If you hold down the shift key before using the
  resize handles, you will maintain the proportions
  of the object you wish to resize.

WELCOME!
2

• To insert your company logo on this slide
• From the Insert Menu
• Select Picture
• Locate your logo file
• Click OK
• To resize the logo
• Click anywhere inside the logo. The boxes that
  appear outside the logo are known as resize
  handles.
• Use these to resize the object.
• If you hold down the shift key before using the
  resize handles, you will maintain the proportions
  of the object you wish to resize.

WELCOME!

• Sponsored by
• Nebraska
• Department
• of Education
• Nutrition Services

3
Activity

• Form groups of 4 - 5 people.
• Select one person to be the recorder.

4
Activity

• Brainstorm
• What qualities do you expect in the person who is
  responsible for CACFP record keeping in your
  center?
• Try to list at least 10 qualities.
• Everyone participates!
• Time 2 minutes!
• When finished, post your list on the wall.

5
Source of Fundspage 6

• Where does the money come from to fund the
  CACFP?

TAXPAYER!
6
Overview of the CACFPpages 7 - 9

• History and background of the CACFP.
• Mark these pages to read later.

7
Area Eligible Snackspage 9

• For school children up to 18 years of age in an
  educational or enrichment program after school
• Snacks reimbursed at Free rate
• Low income school areas

8
Getting Startedpages 10 - 13

• NEW CENTERS mark these pages to read later.

9
Center Eligibilitypage 14

• Public agency
• Non-profit
• For profit and meets the 25 requirement
• Licensed

10
Non-Profit Organizationspage 15

• Non-profit Centers Only
• If you are a NEW non-profit organization under
  501 (c) (3) of the Internal Revenue code, you
  must submit your letter from the IRS with your
  CACFP application.

11
HHSS Agreementpage 16

• For-Profit Centers Only
• For profit centers must submit a copy of their
  Child Care Provider Agreement with their CACFP
  application.
• Current HHSS agreements must be on file with
  Nutrition Services if you are to be paid.

12
HHSS Payment Recordpage 17

• For-Profit Centers Only
• You need to keep these on file to document the
  25 Title XX requirement.
• N.A. if you meet the 25 requirement with Free
  Reduced.

13
Example A - Enrollmentpage 18

• 25 of Enrollment
• Number of participants 40
• Multiply by 25
• 10

14
Example B Capacitypage 18

• 25 of Capacity
• Licensed Capacity 61
• Multiply by 25
• 15.25
• 16

15
Reimbursement Ratespage 19

• Free
• Reduced
• Paid

16
ReimbursementMeals x Ratepage 19
17
Plus Your Choice

• Commodities
• See page 20 for a list of commodities.

• Cash-in-lieu
• 18.75 cents for every lunch and supper claimed

OR
18
Procurementpage 21

• If contracting with a vendor for food service,
  you MUST solicit and accept the lowest bid.
• Contact our office for a food service contract
  and complete instructions.

19
Enrollment Formpage 22

• Participants Name
• Date of Birth
• Date Care Began
• Signature of Parent or Guardian
• Days and Times in care (child care only)
• Usual Meals served in care (child care only)

20
Time In/Time Out

• Every participant must have a
• time in/time out record for each day.

21
Income Eligibility (IEFs)page 23

• Instructions for Centers (pages 23 26)
• Cover Letter (page 27)
• Flag this page for later
• Instructions to Households (page 28)
• Income Eligibility Form (pages 29 30)

22
The IEFpages 29 30
23
The IEF(2nd page see Page 30)
Hokeys Hideaway
1234 Kiddie Drive
Omaha, NE 68131
Jane Hokey
[phone]
Regulations require you to provide this contact
information on the IEFs you give to families.
24
Part 1 Namepage 31
Optional if on Enrollment Form
25
Part 1 Namepage 31
Rodriguez , Daniel (D.J.)
Optional if on Enrollment Form
26
Part 2 Case Numberpage 31
27
Part 2 Case Numberpage 31
555-55-5555
28
Mini Reviewpage 31

• Title XX families automatically qualify for
  benefits in the Free category.

FALSE
29
Mini Reviewpage 31

• A case number is required if a family receives
  Food Stamps, TANF or FDPIR.

TRUE
30
Mini Reviewpage 31

• An IEF must be correctly determined to claim
  meals in the Free and Reduced categories.

TRUE
31
Mini Reviewpage 31

• Medicaid, WIC and SSI are eligible programs for
  benefits in the Free category in child care
  centers.

FALSE
32
Part 3 Foster Childpage 32
0
Must have dollar figure or 0
33
Mini Reviewpage 32

• A separate IEF should be completed for each
  foster child.

TRUE
34
Mini Reviewpage 32

• The foster parent must complete Part 4.

FALSE
35
Mini Reviewpage 32

• The foster parent does not have to give a social
  security number.

TRUE
36
Mini Reviewpage 32

• A foster child is considered a household size of
  one.

TRUE
37
Mini Reviewpage 32

• The total household income of the foster family
  is used to determine eligibility.

FALSE
38
Part 4 Household Size Incomepage 32

• Income from most recent month
• List all members of household (except children in
  Part 1 unless they have income)

39
Part 4 Household Size Incomepage 32
Charles, Joe
1,234
Charles, Nancy
244
x
Charles, Missy

• Income from most recent month
• List all members of household (except children in
  Part 1)

40
Part 4 Household Size Incomepage 32
N.A. We dont qualify

• Income from most recent month
• List all members of household (except children in
  Part 1)

41
Part 4 Household Size Incomepage 32
None of your business!

• Income from most recent month
• List all members of household (except children in
  Part 1)

42
Mini Reviewpage 32

• All household members, except the children listed
  in Part 1, must be listed in Part 4, even if they
  have no income.

TRUE
NOTE If the children listed in Part 1 have
income, they will need to be listed in Part 4.
43
Mini Reviewpage 32

• Its okay for someone to list their hourly wage
  because everyone works 40 hours a week.

FALSE
44
Mini Reviewpage 32

• Unborn children should be listed in Part 4.

FALSE
45
Mini Reviewpage 32

• If the household listed an eligible benefit and
  case number in Part 2, you can ignore Part 4.

TRUE
46
Mini Reviewpage 32

• Its okay to write NA or over guidelines or
  we dont qualify in Part 4.

TRUE
47
Mini Reviewpage 32

• Income Eligibility Forms are confidential and
  must be kept in a secure location.

TRUE
48
Mini Reviewpage 32
CACFP records do NOT go on field trips! Records
must be available at your center during normal
business hours.
49
Part 5 Signature SS page 33
Maureen L. Jones
555-55-5555
Aug 13, 2007
Signature Required
Optional
50
Mini Reviewpage 33

• Every IEF must be signed by an adult household
  member if it is to be determined in the Free or
  Reduced category.

TRUE
51
Mini Reviewpage 33

• Foster parents dont have to list their social
  security number.

TRUE
52
Mini Reviewpage 33

• If there is a case number listed in Part 2, a
  social security number does not have to be listed
  in Part 4.

TRUE
53
Mini Reviewpage 33

• You have to have an IEF on file to claim meals in
  the Paid category.

FALSE
54
Part 6 Race/Ethnicpage 34

• Optional for households
• Centers must collect report data

55
Mini Reviewpage 34

• Households must state the race or ethnic identity
  of their children on the IEF.

FALSE
56
Mini Reviewpage 34

• Centers must compile information about the race
  and ethnic identity of their enrolled children.

TRUE
57
Center Use Onlypage 35
X
X
Jane T. Hokey
8/13/07
8/01/07

• Determination based on Part 2
• Must be signed by center official
• Effective date no earlier than first of month
  when determination is made.

58
Center Use Onlypage 35
3
X
1950
Jane T. Hokey
8/13/07
8/01/07

• Determination based on Part 4
• Must be signed by center official
• Effective date no earlier than first of month
  when determination is made.

59
Center Use Onlypage 35
X
4
9/14/2007
0
Jane T. Hokey
8/13/07
8/01/07

• Determination based on Part 4 - Zero Income
• Must be signed by center official
• Effective date no earlier than first of month
  when determination is made
• Follow-up must be made within 45 days

60
Income Guidelinespage 37
61
Income Guidelinespage 37
Example 1 Household Size is 4
62
Income Guidelinespage 37
Example 1 Household Size is 4 Income is
1,700/month
63
Income Guidelinespage 37
Example 1 Household Size is 4 Income is
1,700/month
64
Income Guidelinespage 37
Example 1 Household Size is 4 Income is
1,700/month
65
Income Guidelinespage 37
Example 1 Household Size is 4 Income is
1,700/month
66
Income Guidelinespage 37

• Example 1
• Classification FREE

67
Income Guidelinespage 37
Example 2 Household Size is 2
68
Income Guidelinespage 37
Example 2 Household Size is 2 Income is
2,111/month
69
Income Guidelinespage 37
Example 2 Household Size is 2 Income is
2,111/month
70
Income Guidelinespage 37
Example 2 Household Size is 2 Income is
2,111/month
71
Income Guidelinespage 37
Example 2 Household Size is 2 Income is
2,111/month
72
Income Guidelinespage 37
Example 2 Household Size is 2 Income is
2,111/month
73
Income Guidelinespage 37
Example 2 Household Size is 2 Income is
2,111/month
74
Income Guidelinespage 37

• Example 2
• Classification REDUCED

75
Income Guidelinespage 37
Example 3 Household Size is 3
76
Income Guidelinespage 37
Example 3 Household Size is 3 Income is
2,780/month
77
Income Guidelinespage 37
Example 3 Household Size is 3 Income is
2,780/month
78
Income Guidelinespage 37
Example 3 Household Size is 3 Income is
2,780/month
79
Income Guidelinespage 37

• Example 3
• Classification PAID

80
IEF Exercisepages 38 - 45

• Determine each IEF Free, Reduced or Paid
• Sign and date each IEF
• Determine the effective date of each IEF (based
  on todays date)
• You may do the IEFs first, then take a break, or
  take a break first and then do IEFs.

81
0010
82
0009
83
0008
84
0007
85
Break!
0006
86
0005
87
0004
88
0003
89
0002
90
0001
91
0000
92
Welcome Back!
93
IEF Exercise(page 39)
James Butler
Part 2 Food Stamps Case Number Listed
FREE
94
IEF Exercise(page 40)
John Thayer
Part 4 Household of 3 Income 10,600
PAID
95
IEF Exercise(page 41)
Benji Nelson
Part 4 Zero Income Income 0
FREE for 45 days
96
IEF Exercise(page 42)
Silas Punky Garber
Part 3 Foster Child Income 0
FREE
97
IEF Exercise(page 43)
James Cyndi Dawes
Part 4 750 x 12 9,000 402 x 52 20,904 Income
29,904
REDUCED
98
IEF Exercise(page 44)
William James
Part 4 Household Size 4 900 600 200
1,700
FREE
99
IEF Exercise(page 45)
James Boyd
Part 2 Food Stamps/TANF
No Case Number Listed Incomplete
PAID
100
IEF Review(page 46)

• Make sure that each IEF is COMPLETE before you
  make a determination!

Do I have all the information that I need to make
a determination?
FREE
101
The cost of one mistake
102
The cost of one mistake

• 3.97 x 22 days
• 87.34/one month
• 87.34 x 12
• 1,048.08/one year

103
Meal Counts Claim

• COMING UP
• Meal Counts
• Claim Worksheet
• Filing Your Claim
• General Record Keeping
• Program Integrity

104
Meal Count Sheetsuse the 11 x 17 handout
105
Coding Mealspage 47

• A Free

B Reduced
C Paid
106
Point of Service page 48
Mark the meal count sheets while the participants
are eating!
107
Meal Count Reminders

• No more than 3 meals per participant per day
• Check marks are in the correct column
• Accurate counting
• Meal count sheets must be consistent with time in
  out records.
• 2 sets of eyes

108
Meal Count Sheetsuse the 11 x 17 handout

• Add the number of meals, by category, for July
  31.
• Compare your total with your neighbor. Did you
  get the same totals?

109
Meal Count SheetJuly 31 totals
110
Meal Count Sheet July 31 totals
111
Meal Count Sheet July 31 totals
112
Meal Count Sheetsuse the 11 x 17 handout
113
Meal Count Sheetsuse the 11 x 17 handout
114
Meal Count Sheet July 31 totals
115
Meal Count Sheet July 31 totals
116
Meal Count Sheet July 31 totals
117
Meal Count Sheetsuse the 11 x 17 handout
118
Meal Count Sheet July 31 totals
119
Meal Count Sheet July 31 totals
120
Meal Count Sheet July 31 totals
121
Meal Count Sheet July 31 totals
122
Meal Count Sheet July 31 totals
123
Meal Count Sheet July 31 totals
124
Meal Count Sheet July 31 totals
125
Infant Records

• Infant production records must be complete if the
  meal is to be claimed.
• Assign someone to compare infant production
  records meal count sheets
• Do not claim infant meals if the meal pattern is
  not documented.

126
Infant Records
127
Daily Attendance Activity

• Complete the Daily Attendance for the 30th and
  31st on the Record of Meals and Supplements
  Served (blue and white sheet).

128
Daily Attendance

• Count the number of participants who ate at least
  one meal for the day.
• NOTE This is NOT based on the number of meals
  served or claimed!
• Think DAILY attendance.

129
Meal Count SheetDaily Attendance July 30
DAILY ATTENDANCE
130
Meal Count Sheet Daily Attendance July 30
18
18
July 30 Attendance
131
Meal Count Sheet Daily Attendance July 31
18
DAILY ATTENDANCE
132
Meal Count Sheet Daily Attendance July 31
18
15
July 31 Attendance
133
Claim Worksheettransfer numbers to page 52
134
Claim Worksheettransfer numbers to page 52
135
Claim Worksheettransfer numbers to page 52
136
Claim Worksheettransfer numbers to page 52
137
Claim Worksheettransfer numbers to page 52
138
Claim Worksheettransfer numbers to page 52
139
Claim Worksheettransfer numbers to page 52
140
Claim Worksheettransfer numbers to page 52
141
Claim Worksheettransfer numbers to page 52
142
Claim Worksheettransfer numbers to page 52
143
Claim Worksheettransfer numbers to page 52
144
Claim Worksheettransfer numbers to page 52
145
Claim WorksheetTotal the Meal Counts
146
Claim WorksheetTotal the Meal Counts
147
Claim WorksheetTotal the Meal Counts
148
Claim WorksheetTotal the Meal Counts
149
Claim WorksheetTotal the Meal Counts
150
Claim WorksheetTotal the Meal Counts
151
Claim WorksheetTotal the Meal Counts
152
Claim WorksheetTotal the Meal Counts
153
Claim WorksheetTotal the Meal Counts
154
Claim WorksheetTotal the Meal Counts
155
Claim WorksheetTotal the Meal Counts
156
Claim WorksheetTotal the Meal Counts
157
Claim WorksheetTotal the Meal Counts
158
Meal Count Sheet Daily Attendance July 30
18
18
July 30 Attendance
159
Meal Count Sheet Daily Attendance July 30
18
Transfer Daily Attendance from the Meal Count
Sheets to the Monthly Claim for Reimbursement
Worksheet.
160
Average Daily Attendancepage 54
161
Average Daily Attendancepage 54
162
Average Daily Attendancepage 54
163
Average Daily Attendancepage 54
164
Average Daily Attendancepage 54
Average Daily Attendance (ADA) is determined by
taking the total monthly attendance and dividing
by the number of days served.
165
Average Daily Attendancepage 54
84 (total monthly attendance)
? 5 (days served)
16.8
166
Average Daily Attendancepage 54
16.8 17 ADA
167
Block Claiming(page 55)

• The same number of meals claimed for one or
  more meal types is identical for 15 consecutive
  days in the month.

Red Flag
168
Block Claiming(page 55)
PM Snack is an example of Block Claiming
169
Block Claiming(page 55)
PM Snack is an example of Block Claiming 38
meals
170
Claim for Reimbursementpage 58

• One claim for each approved site

171
Claim for Reimbursementpage 58
Submit Online athttp//cnp.nde.state.ne.us
172
Claim for Reimbursementpage 58
173
Claim for Reimbursementpage 58
60 days to submit or revise claim
174
Claim for Reimbursementpage 58
175
Claim for Reimbursementpage 58
Hokeys Hideaway
176
Claim for Reimbursementpage 58
Hokeys Hideaway
28-xxxx
177
Claim for Reimbursementpage 58
Hokeys Hideaway
28-xxxx
Okie Dokie
178
Claim for Reimbursementpage 58
Hokeys Hideaway
28-xxxx
Okie Dokie
July 07
179
Claim for Reimbursementpage 58
180
Claim for Reimbursementpage 58
5
TIP This is the number of days meals were
provided, NOT the total number of days in the
month.
181
Claim for Reimbursementpage 58
5
17
182
Claim for Reimbursementpage 58
5
17
61
183
Claim for Reimbursementpage 58
5
17
61
6
184
Claim for Reimbursementpage 58
185
Claim for Reimbursementpage 58
4
How many As (Free) were eligible for the month?
186
Claim for Reimbursementpage 58
4
2
How many Bs (Reduced) were eligible for the
month?
187
Claim for Reimbursementpage 58
4
2
14
How many Cs (Paid) were eligible for the month?
188
Claim for Reimbursementpage 58
4
2
14
20
How many total participants were eligible for the
month?
189
Claim for Reimbursementpage 58
14
4
37
55
8
4
12
24
11
10
24
45
9
6
32
47
Transfer the totals from the bottom of the claim
for reimbursement worksheet to the claim.
190
Claim for Reimbursementpage 58
22
100

• Average Daily Attendance for Area Eligible Snacks
  is DIFFERENT from ADA for other meals.
• It is strongly recommended that you do a separate
  Claim Worksheet for your Area Eligible Snacks.

191
Claim for Reimbursementpage 58
8-3-2007
Director
Jane T. Hokey
New centers will submit initial claims on paper.
The claim must be signed by a person who is
authorized to sign claims, as approved in your
agreement.
192
Online Claims Systempage 59

• Its efficient!
• Find out immediately how much your reimbursement
  will be
• Application for ID and password is in the
  Resource Materials packet

Your claim will be paid!
193
NDE 01-033
Two signatures required
194
Direct Deposit - EFTpage 60

• Safe!
• Secure!
• Dont wait for a check funds are automatically
  deposited in your account.
• Two pay dates per month
• Direct Deposit application is in the Resource
  Materials packet.

195
Who wants to win a cookbook?
196
Nonprofit Food Service page 61

• You must account for how CACFP funds are used
• Keep receipts organized
• Keep payroll records, if necessary

197
Invoices Receiptspage 62

• Food
• Disposables plates, utensils, etc.
• Cooks salary
• Kitchen equipment
• Administrative salaries (limited)

198
Time Certificationpage 63
199
Time Certificationpage 63
Aug 07
3
8
3
8
2
8
200
Mini Reviewpage 64

• Its okay to throw out all receipts and invoices.

FALSE
201
Mini Reviewpage 64

• Receipts and invoices should be filed by month or
  by vendor.

TRUE
202
Mini Reviewpage 64

• Time certification worksheets must be completed
  if using CACFP funds for salaries.

TRUE
203
Mini Reviewpage 64

• Its a good idea to keep personal expenses
  separated from day care expenses on your grocery
  receipts.

TRUE
204
Mini Reviewpage 64

• There should be a correlation between the foods
  shown on itemized grocery receipts and menu
  production records.

TRUE
205
Donated Foodspage 65

• A maximum of one component per meal or snack may
  be provided by anyone other than the center (does
  not apply to infant meal pattern).

206
Sponsors of Multiple Sitespage 66

• 3 site reviews 2 unannounced 1 unannounced
  during meal
• Photo identification
• 5-day reconciliation of meal counts

207
Sponsors of Multiple Sitespage 66

• When adding sites, must submit site application
  and revise management plan and budget
• Outside employment policy
• Check for block claiming monthly

208
Civil Rightspage 67
209
Organizing Your Recordspage 68
What records did you want to see?
210
Organizing Your Recordspage 68

• Organize records by month
• Income Eligibility Forms
• Meal count sheets
• Meal production records (include infants)
• Claim worksheet
• Claim for reimbursement
• Monthly receipts for expenses
• Time in/time out attendance records
• Child enrollment forms must be done annually

211
Record RetentionPage 69

• Lost or damaged records due to natural
  disaster
• Notify NDE in writing within 30 days

Toto! Toto!
212
Loss of RecordsDue to Natural Disaster (page 69)

• Include
• Itemized list of records
• Copy of the insurance claim (if any) made for the
  CACFP records

Splash!
213
Training provided by NDEpage 70

• Required for new centers
• Required for new responsible individuals/principal
  s
• Annual training is required for all sponsors
  (agreement numbers)

214
Training by your organization

• Information on training session CACFP topics
  discussed
• Date(s) and location(s)
• Presenter and names of participants
• Corresponds with what is in the management plan
• Sample training log is in the resource packet

215
CACFP Wisdom
If its not written down, it didnt happen.
216
Integritypage 71

• Viability
• Accountability
• Capability

217
Seriously Deficientpage 71

• If problems, center responsible individuals are
  declared seriously deficient.
• Opportunity to correct problem.
• If problem is not fully and permanently
  corrected, you will be placed on the National
  Disqualified List.

218
Seriously Deficientpage 71

• Once on the National Disqualified List, you
  may not participate in any Child Nutrition
  Program for 7 years and until all debts are paid.

219
Responsible Individual/Principalpage 72
Legally and financially responsible
220
Responsible Individual/Principalpage 72

• Board representative (non profits)
• Owner/executive director
• Accountant/bookkeeper
• Other administrative personnel
• Site directors
• Food service personnel

221
Responsibilitiespage 72

• Keep all CACFP records for FOUR years.
• Assure accuracy of claim.
• Pay your bills in a timely manner.

222
Compliance Reviewspage 73

• Every 3 years by NDE
• For profits annual audit
• Drop in visits are conducted
• NDE, auditors USDA have access to your records
  during normal business hours (photo ID).
• Always keep records on site.

223
Annual Calendarpage 75

• It is your responsibility to comply with due
  dates, claim submission, submitting copies of
  licenses and Title XX agreements, and attending
  annual training.

224
Reviewpage 76

• An _________ ____ must be on file for every
  child for whom meals are claimed. This
  information must be collected annually.

225
Reviewpage 75

• An enrollment form must be on file
• for every child for whom meals are claimed. This
  information must be collected annually.

226
Reviewpage 75

• When are original claims due if they are to be
  paid on time?
• 10th of the month following the reporting
  month

227
Reviewpage 75

• What required records are compared to meal count
  sheets?
• Time in out attendance records

228
Reviewpage 75

• How long do you have to submit a revised claim
  for additional reimbursement?
• 60 days - exactly

229
Reviewpage 75

• What is the maximum number of meals/snacks that
  may be claimed per participant per day?
• 3
• Two main meals and one snack - OR -
• One main meal and two snacks

230
Reviewpage 75

• Meal counts must be made at the ______ of
  ________ .

231
Reviewpage 75

• Meal counts must be made at the point of
  service.

232
Reviewpage 75

• How far back may an Income Eligibility Form be
  made effective?

233
Reviewpage 75

• How far back may an Income Eligibility Form be
  backdated?
• First of the current month

234
Reviewpage 75

• IEFs are good for _______ .

235
Reviewpage 75

• IEFs are good for one calendar year.

236
Reviewpage 75

• Every CACFP center must demonstrate a ___ - ____
  food service operation.

237
Reviewpage 75

• Every CACFP center must demonstrate a non -
  profit food service operation.

238
Reviewpage 75

• What is the term for claiming the same number of
  meals for one or more meal services for more than
  15 consecutive days?

239
Reviewpage 75

• What is the term for claiming the same number of
  meals for one or more meal services for more than
  15 consecutive days?

Block Claiming
240
Reviewpage 75

• What do you do if you have questions about the
  CACFP?

241
Reviewpage 75

• What do you do if you have questions about the
  CACFP?
• Call 1-800-731-2233

242
The Finish Line
243
Certificates

• Pick up your certificate of attendance at the
  registration table before you leave.

244
PM Session

• The afternoon session begins promptly at 100
  p.m. Please return from Lunch on Time!
• Thank you!